Manual for Regional Centres for IGNOU Regional...6 List of Tables Table 1.1: State wise Regional...

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INDIRA GANDHI NATIONAL OPEN UNIVERSITY

2018

Manual for Regional Centres

Orientation & Operations

Regional Services Division

INDIRA GANDHI NATIONAL OPEN UNIVERSITY MAIDAN GARHI, NEW DELHI- 110 068 INDIA

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CONTENTS

List of Abbreviations Tables, Figures & Boxes

Foreword

Preface

Acknowledgements

Introduction

1. Regional Centres

2. Academic Activities

3. Administrative & Financial Activities

4. Learner Support Centres

5. Library

6. Grievance Redressal List of Annexures

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List of Abbreviations

AC: Academic Counsellor

AC: Account Register

ACASH: Apex Committee against Sexual Harassment

ACD: Academic Coordination Division

AE (DP): Assistant Executive (Data Processing)

AEPS: Aadhaar Enabled Payment System

AIR: All India Radio

AR: Assistant Registrar

ARD: Assistant Regional Director

BHIM: Bharat Interface for Money

BOM: Board of Management

BRS: Bank Reconciliation Statement

CASH: Committees against Sexual Harassment

CCIs: Correspondence Course Institutes

CCL: Child Care Leave

CD: Compact Disc

CDN: Coordination Division

CGHS: Central Government Health Scheme

CIC: Computer Information Centre

CL: Casual Leave

CLP: Computer Literacy Programme

CPC: Campus Placement Cell

CPGRAMS: Centralized Public Grievance Redress and Monitoring System

CPWD: Central Public Works Department

CRC: Camera Ready Copy

DAVP: Directorate of Advertising and Visual Publicity

DD: Deputy Director

DDC: Dewey Decimal Classification

DDO: Drawing and Disbursing Officer

DEC: Distance Education Council

DEIs: Distance Education Institutions

DELNET: Developing Library Network

DGS&D: Directorate General of Supplies and Disposals

DoPT: Department of Personnel and Training

DR: Deputy Registrar

DRS: Direct Receiving System

EA: Executive Assistants

ECP: Extended Contact Programme

ECS: Electronic Clearing System

EDUSAT: Educational Satellite

EL: Earned Leave

EMPC: Electronic Media and Production Centre

Estt: Establishment

F2F: Face to Face

FAQ: Frequently Asked Questions

FB: Face Book

GeM; Government e-Market place

GER: Gross Enrolment Ratio

GFR: General Financial Rules

GNCTD: Government of National Capital Territory of Delhi

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GoI: Government of India

GPF: General Provident Fund

GST: Grievance Submission Token

HEIs: Higher Education Institutions

HOHI: Head of the Host Institution

HQs: Headquarters

ICASH: IGNOU Committee against Sexual Harassment

ICT: Information and Communication Technology

ID: Identity

IG: IGNOU

IGNOU: Indira Gandhi National Open University

iGRAM: IGNOU Grievance Redress and Management System

IMPS: Immediate Payment Service

INGRAM: Integrated Grievance Redress Mechanism

IRC: Interactive Radio Counselling

IUC: Inter University Consortium

JAT: Junior Assistant cum Typist

LAN: Local Area Network

LPC: Local Purchase Committee

LSCs: Learner Support Centres

LTC: Leave Travel Concession

MHRD: Ministry of Human Resource Development

MMR: Monthly Monitoring Report

MoMA: Ministry of Minority Affairs

MOOCS: Massive Open Online Courses

MoU: Memorandum of Understanding

MPDD: Material Production and Distribution Division

MRO: Machine Room Operator

MTS: Multi Tasking Staff

NCC: National Cadet Corps

NCH: National Consumer Helpline

NE: North East

NGOs: Non-Government Organization

NIC: National Informatics Centre

NOC: No Objection Certificate

NSS: National Service Scheme

OP: Orientation Programme

OAS: Online Admission System

ODL: Open and Distance Learning

OPAC: Online Public Access Catalogue

PA: Personal Assistant

PAR: Performance Appraisal Form

PBR: Pay Bill Register

PGMS: Public Grievance Monitoring System

PHCs: Primary Health Centres

PIC: Programme In Charge

PRs: Project Reports

PSC: Programme Study Centre

PT staff: Part Time staff

PVC: Pro Vice Chancellor

RC: Regional Centre

RCCASH: RCs Committee against Sexual Harassment

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RD: Regional Director

REC: Regional evaluation Centre

RRC: Recognized Regional Centres

RSD: Regional Services Division

RSDCASH: Regional Services Division Committee against Sexual Harassment

RTI MIS: Right to Information Management Information System

SA: Senior Assistant

SC/ST: Scheduled Caste/Scheduled Tribe

SC: Study Centre

SED: Student Evaluation Division

SITs: Satellite Interactive Terminals

SLMs: Self Learning Materials

SLSC: Special Learner Support Centre

SO: Section Officer

SOCIS: School of Computer and Information Sciences

SOEDS: School of Extension and Development Studies

SOJNMS: School of Journalism & New Media Studies

SOTHSM: School of Tourism and Hospitality Services Management

SPA: Semi-Professional Assistant

SRD: Student Registration Division

SSC (HQs): Student Service Centre (Headquarters)

SSC (RCs): Student Support Cell (Regional Centres)

SSC: Student Services Committee

SOU: State Open University

SVR: Stock Verification Report

STRIDE: Staff Training and Research Institute of Distance Education

SWAYAM: Study Webs of Active –Learning for Young Aspiring Minds

TA/DA: Transport Allowance/Dearness Allowance

TDS: Tax Deduction at Source

TEE: Term End Examination

TEPE: Term End Practical Examination

TMA: Tutor Marked Assignment

TTA: Transfer Travel Allowance

UGC: University Grants Commission

VC: Vice Chancellor

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List of Tables

Table 1.1: State wise Regional Centres (RCs) of IGNOU

Table 1.2: Status of buildings and land acquired by Regional Centres

Table 2.1: Rates for Supervision, Evaluation and viva-voce of Project Reports

Table 3.1: Maintenance of File Register

Table: 3.2 Sanctioned Staff Strength at Regional Centre

Table 4.1: Admissible Part-time staff at LSC

Table 4.2: Staff at SLSC

Table 4.3 IGNOU Norms for delivery of courses: Counselling, Practicals and Assignments

Table 4.4 List of Furniture and equipments

List of Figures

Figure 1.1: Definition of Regional Centre

Figure1. 2: Functions of Regional Centre

Figure 1.3: Powers of Regional Director

Figure 2.1: Procedure for Activation of New Programmes at Existing LSCs

Figure 2.2: Procedure for Empanelment of Academic Counsellors at LSCs

Figure 2.3: Modes of Induction Meetings

Figure 2.4: Web based Student Support Services

Figure 2.5: Types of Enquiry Services at the RCs

Figure 2.6: Training Module for RC Staff

Figure 3.1: Procedure for Empanelment of engagement of Manpower Agency

Figure 3.2: Sources of Receipt at RC

Figure 4.1: Statutory provision of LSC

Figure 4.2: Mode of induction meeting

Figure 5.1: Services at RC Library

Figure 5.2: Guidelines for Maintenance of Books and Journals

Figure 6.1: A screen shot of NSP

Figure 6.2: A screen shot of e-district portal

Figure 6.3: Student Grievance Redressal Network of IGNOU

Figure 6.4: A screen shot of CPGRAMS

Figure 6.5: A screen shot of UGC GR Portal

Figure 6.6: A screen shot of INGRAM

Figure 6.7: A screen shot of iGRAM

Figure 6.8: A screen shot of PGMS of GNCTD

Figure 6.9: A screen shot of RTI MIS Online Portal

List of Boxes

Box 2.1: Activities to be Monitored by Regional Centre for Pre-admission and Registration

Box 2.2: Monitoring Activities by Regional Centre and Headquarters

Box 2.3: Activities to be Undertaken for Monitoring of Counselling Session

Box 2.4: Multi-Stage Activities for Monitoring of Assignments

Box 2.5: General topics to be covered by Regional Centre in Orientation Programme

Box 2.6: Activities for Identification and Development of Region Specific Programmes

Box 2.7: Activity for Conduct of Short-term need based Non-Credit Skill Development Courses/ Programmes

Box 2.8: Activities Involved in Translation of SLMs (Print)

Box 2.9: Activities to be Undertaken for Development of Audio/Video Programmes in Regional Languages

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INTRODUCTION

GENESIS

Prior to the Industrial Revolution and before the emergence of the democratic state, education had been

predominantly a prerogative of the elite class of society. The most effective form of instruction in those

days was to bring learners together in one place and at one time to learn from the masters. That form of

conventional education still remains the dominant model of learning even today. Democratic

developments, if on the one hand, demanded access to education to all segments of society, industrial

and technological developments, on the other hand, demanded periodical updating of knowledge and

skills of the working people in particular and traditionally educated people in general. Due to limited

means and inherent limitations of the pre-industrial mode and nature of education, progressive

educationists started thinking of an alternative mode of teaching and learning. Thus, Correspondence

Education emerged as an alternative form of education with the objective to provide educational

opportunities to those who were not among the elite and who could not afford full-time residence at an

educational institution. Correspondence Education was a form of education in which instruction was

imparted through teachers’ notes sent to the learners by post. Hence the name: ‘correspondence’.

However this alternative form of education was not given much credence. Correspondence Education

was looked down upon as an inferior form of education because it lacked any scope of communication

between the teacher and the learner. However, the need to provide equal access to educational

opportunities has always been part of our democratic ideals, so Correspondence Education continued to

flourish.

With the adoption of communication technologies for educational purposes, Correspondence Education

was recast as ‘Distance Education’. Its credentials and credibility got established with the transformation

in the delivery mechanism with distance learners being provided with opportunities for communicating

with the institution and their peers through face to face personal contact programmes organized at the

institution’s headquarters, but in a limited manner. This was the beginning of the provision of learner

support in the so called correspondence education system. Further, the use of radio during the First

World War and television in 1950s opened up new avenues for imparting instruction. Boundary of ‘the

masters’ was transgressed and now it became the boundary of the ‘people and the nation’. Thus,

Distance Education saw the use of other technology such as radio broadcasts, televised instruction, audio

and video teleconferencing, besides print and limited face to face sessions, to break the isolation of the

distance learners and develop two- way communication between the teachers and the taught for

providing feedback and support to the learners in their learning endeavour.

The founding of the Open University in the United Kingdom in 1969 was a major watershed in the

history of Distance Education as it adopted the philosophy of openness- a unique feature that

distinguished it from the conventional university. Openness can be described as removal of barriers with

regard to entry requirements i.e., age, sex, ethnicity, class, health, wealth and qualifications; time, place

and pace of study; and choice and combination of courses; course structure and delivery methods. The

Open University (OU) is regarded as one of the greatest educational achievements of the 20th

century as

it pioneered a new approach to imparting education namely, the ‘learner centred approach’. OUs

introduced a learner friendly and learner responsive system through the adoption of a multiple media

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approach to instruction through specially designed learner centric Self Learning Materials (SLMs)

prepared by course teams, in order to reach out to larger segments of the society, particularly the

deprived and denied sections. OUs also explored newer areas/ domains of knowledge to avoid more of

the same with the objective of democratizing education and also filling in the gaps that conventional

system could not cover, to better serve the social and economic needs of the times.

Another definite contribution of OUs was the institutionalization of learner support for distance learners

through the establishment of Regional Centres and Study Centres (now referred to as Learner Support

Centres) and providing the learners opportunities to interact with their peers and academic counsellors

(teachers)on a regular basis at the local level- as close to their homes as possible, clarify their doubts,

resolve their academic problems, get feedback on their performance, develop the required skills and

competencies through organized practicum at labs, and obtain library support. With the growth and

spread of OUs the term Open and Distance Learning (ODL) emerged so much so that the term ‘Distance

Education’ is being replaced with the term ODL.

Advent of Internet and World Wide Web in 1990s and its extensive use brought about more

revolutionary changes in the realm of education as it obliterated the geopolitical boundaries and made it

possible to provide education 24x7 anytime, anywhere.The introduction of digital technology in

education led to the emergence of ‘Online Education’/ eLearning which is often regarded as a subset of

Distance Education/ ODL.

Thus the pedagogy of education itself has been undergoing transformation with the socio-economic,

political and technological developments, and the needs of education are also witnessing changes with

the changing times, from pre- industrial age to industrial age and today’s post-industrial age.The

journey, as described above is of a system of education that is designed to offer opportunities for part

time study for learning at a distance which allows access to wider sections of the population; to enable

learners to compensate for lost opportunities in the past or to acquire skills and qualifications for the

future; to redress social or educational inequality and to provide opportunities not provided by the

conventional colleges and universities.

PEDAGOGY OF ODL

Teaching through ODL mode is quite different from teaching in the conventional education system. In

conventional education system, face to face teaching is practiced in a classroom situation, where learner

motivation, classroom activities, feedback, teacher guidance, and proximity of the teacher and learner

create an ideal environment for learning. The learners are full time and relatively homogeneous in

nature which facilitates contiguous learning. However, in the ODL system, the situation is completely

reverse. The learners are a heterogeneous group with irregular habits in studies and often with some of

their entrance qualifications less than the others. Moreover, distance learners are also part-time learners.

The learners learn at their own place and pace. The self-learning materials (SLMs) which are highly

structured and self-contained are expected to carry out the role of a teacher. Hence, a number of learning

activities are incorporated in the SLMs and the subject matter is presented in a simple conversational

style. Wherever possible an appropriate pattern of media mix, using audio, video, broadcast, and web-

based media along with printed SLMs is used. It is supported by distance tuition through tutor

comments on the learners’ assignments. It is also supported occasionally (depending on the nature and

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requirements of the course concerned) by face to face tutorial/counselling sessions which are optional for

the learner and wherever necessary practical counselling sessions, which are compulsory for the learner

to attend.

ODL revolves around a learner-centered system with teaching activity focused on facilitating learning.

The success of the system does not depend wholly on the highly structured study materials, which is the

hallmark of ODL, but on the inter-relationship of that package with the distance learner as an individual

through the agency of academic counselling. The provision of Learner Support Centre (local resource

center) has been made where help can be provided by academic counsellors who are experienced

teachers working in the conventional system, and whose expertise is borrowed by the ODL institution to

support the learning endeavour of distance learners at the local level and to help them overcome their

barriers to learning. Thus, avenues for interaction and feedback are provided to the learners through

systematically organized face to face counselling sessions during the year, mostly on weekends at the

Learner Support Centres (LSCs) and also through technologically mediated pre-scheduled sessions via

radio, television, teleconferencing, web conferencing, etc. The learning experience is mediated through

the efforts of the academic counsellors who create learner-centric environments through specially

designed collaborative activities, peer interaction, mentoring, reflection, interaction with SLMs, tutoring

and counselling. Practical sessions are conducted by them for transmission of required skills and

competencies in laboratories, and also through field work, extended contact programmes, seminars,

workshops, project work, internship etc. depending upon the requirements of the programme of study.

Learner performance is assessed through continuous/ formative evaluation methods. Tracking of learners

and monitoring their progress interspersed with regular feedback on performance is done for productive

learning purposes. The final evaluation is done through term end examinations.

A special feature of the ODL system is the adoption of the credit system as a method of openness to

allow learners the provision of lateral entry and also the flexibility to exit from the system. In the ODL

system a programme of study has fixed credit value. The basis for working out the credit for ODL

system was the input that a conventional learner is required to put in for study in terms of hours. A credit

means the study input required by the programme. One credit is equivalent to 30 study hours. These

study hours may be distributed among different study activities required of a distance learner given

below in Table 1.

Table1: Components of One Credit with distribution of study hours

Activity Time

Self-study by a learner @ 5 hours per Unit including the

in-text questions, for 4 Units to make one Credit

20 hours

Viewing of one Video and 2 Audio programmes 3 hours (@ 10% of

total time)

Preparation for assignment response 4 hours

Academic Counselling at Study Centre 3 hours (10% of total

time per credit)

Total Study by learner 30 hours

The duration of the programme of study determines the credit value of the programme. The credits are

the basis for deciding on the student workload in terms of number of courses, size of SLMs, number of

counselling sessions (for theory and practical courses), number of assignments. Thus, each programme is

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divided into courses. Each course consists of a few printed booklets called Blocks, a few audios, videos

and some assignments. The block appears in the form of a booklet of around 60 – 80 printed pages.

Generally, each block represents one unified theme. Each block is further divided into units. Each unit

is an individual lesson.All units of a block are thematically linked to each other. Normally, the unit

comprises of a unit structure, introduction, expected learning outcomes, sections and sub sections

(explanation of the topics), tables, diagrams, figures, summary, keywords, self-check exercises to help

learners to learn the materials, and further readings and answers to the self-check exercises.

The norms for offering programmes through distance mode, is based on the credit system which is given

below in Table 2.

Table 2: Norms for offering programmes through distance mode based on the credit system

Level of the Programme Credits Duration of the

Programme

Certificate 16- 18 credits 6 months

Diploma/ PG Diploma 32-36 credits 1 year

Bachelor’s Degree (General) 96-100 credits 3 years

Master’s Degree (General) 64-72 credits 2 years

The norms for delivery of courses as per the University Grants Commission: ODL Regulations (2017)

are given below in Table 3.

Table 3: Norms for delivery of programmes through distance mode

Credit

Value of the

course

Study input Size of SLMs

(in terms of

units)

No. of

Counselling

sessions

Practical

sessions

No. of

Assignments

2 credits 60 hours 6-8 units 6 hours 60 hours 1





The Indira Gandhi National Open University (IGNOU), was established by an Act of Parliament on

20th

September 1985. The University was established with the aim of democratizing higher education

through Open and Distance Learning (ODL) mode, thereby taking education to the door steps of the

learners. The aim of the University is to provide cost effective, quality education in an equitable manner

to large segments of the population including those who are living in remote and disadvantaged areas.

The objects of the University are to:

IGNOU Act (1985)Section 4 “The objects of the University shall be to advance and disseminate

learning and knowledge by a diversity of means, including the use of any communication technology, to

provide opportunities for higher education to a larger segment of the population and to promote the

educational well being of the community generally, to encourage the Open University and distance

education systems in the educational pattern of the country and to coordinate and determine the

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standards in such systems, and the University shall, in organising its activities, have due regard to the

objects specified in the First Schedule.”

The Objects of the University as given in Schedule 1:

“ 1. The University shall endeavour through education, research, training and extension to play a

positive role in the development of the country, and, based on the rich heritage of the country, to

promote and advance the culture of the people of India and its human resources. Towards this end, it

shall:

(a) strengthen and diversify the degree, certificate and diploma courses related to the needs of

employment and necessary for building the economy of the country on the basis of its natural and

human resources;

(b) provide access to higher education for large segments of the population, and in particular, the

disadvantaged groups such as those living in remote and rural areas including working people,

housewives and other adults who wish to upgrade or acquire knowledge through studies in various

fields;

(c) promote acquisition of knowledge in a rapidly developing and changing society and to

continually offer opportunities for upgrading knowledge, training and skills in the context of

innovations, research and discovery in all fields of human endeavours;

(d) provide an innovative system of university level education, flexible and open, in regard to

methods and pace of learning, combination of courses, eligibility for enrolment, age of entry,

conduct of examination and operation of the programmes with a view to promote learning and

encourage excellence in new fields of knowledge;

(e) contribute to the improvement of the educational system in India by providing a non-formal

channel complementary to the formal system and encouraging transfer of credits and exchange of

teaching staff by making wide use of texts and other software developed by the University;

(f) provide education and training in the various arts, crafts and skills of the country, raising their

quality and improving their availability to the people;

(g) provide or arrange training of teachers required for such activities or institutions;

(h) provide suitable post-graduate courses of study and promote research;

(i) provide the counselling and guidance to its students; and

(j) promote national integration and the integrated development of the human personality through

its policies and programmes.

2. The University shall strive to fulfill the above objects by a diversity of means of distance and

continuing education, and shall function in cooperation with the existing Universities and Institutions of

higher learning and make full use of the latest scientific knowledge and new educational technology to

offer a high quality of education which matches contemporary needs.”

Features of IGNOU

The following features of IGNOU given in Fig.1 make it different from the conventional and formal

education system-

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Fig-1 Features of IGNOU

Achievements

Some notable achievements are:

UNESCO declaring IGNOU as the largest institution of higher learning in the world in 2010;

National Coordinator for MOOCs for Diploma and Certificate programmes;

Serves the educational aspirations of around 3.3 million learners;

Pan India Network of Learner Support Centres;

Recognition as Centre of Excellence in Distance Education by Commonwealth of Learning in 1993;

Award of Excellence for Distance Education material by Commonwealth of Learning in 1999;

Taking IGNOU programmes to 29 countries of the world;

Running largest network of 37 Radio Stations devoted to enhancing education access all over the

country;

Round-the-clock Educational TV Channels;

Launch of ‘EDUSAT’ videoconferencing channel;

eGyankosh- a repository of educational resources.

Organizational Structure

The President of India is the Visitor of the University. The Board of Management is the principal

decision-making body of the University.

Features of IGNOU

•National and internationl jurisdiction;

•Flexible admission rules;

•Individualized study:flexibility, in terms of place, pace and duration of study;

•Use of latest educational and communication technologies;

•National Learner support services network;

•Cost-effective programmes;

•Modular approach to programme;s

•Resource sharing, collaboration and networking with other Universities and instituttions;

•Socially and academically relevant programmes based on student need analysis.

Visitor

Board of Management

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Figure 2: Organizational Structure of IGNOU

Vice Chancellor

Research Unit Defence Unit

Student Service

Centre

Centre for Internal

Quality Assurance

National Centre for

Innovation in

Distance

Education

National ODL

Centre for LOCAL

Governance

Inter-University

Consortium

National Centre

for Disability

Studies

Electronic Media

Production

Centre

Staff Training &

Research

Institute of

Distance

Education

SCHOOLS OF STUDIES DIVISIONS

Extension and

Development

Studies

Vocational Education &

Training

Social Work

Continuing

Education

Education

Education

Journalism & New

Media Studies

Law Humanities Planning & Development

Material Production &

Distribution

Library &

Documentation

International

Finance & Accounts

Computer

Campus Construction &

Maintenance

Administration

CENTRES, UNITS & INSTITUTES

School

Board

Pro-Vice Chancellor

Planning

Board

Finance

Committee Research

Council

Academic

Council

Hindi Cell

Foreign languages

Learner

Support

Centre

Campus

Placement Cell

Public Information

Unit

Translation Studies & Training

Study Centre

Assam Rifles

Study Centre

Army / Navy

Learner

Support

Centre

Centres

Study

Centre

Learner

Support

Centre

Learner

Support

Centre

Agriculture

Horticulture Cell

Inter and Trans-disciplinary studies

Performing and

Visual Arts

Security Cell

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The authorities of the university include: Board of Management, Academic Council, Planning Board,

Boards of Schools of Studies and Finance Committee. The overall functioning of the University is

managed by these statutory bodies of the University. The organizational structure of IGNOU is given

below in Figure 2. There are 21 Schools of Studies; 12 Divisions; and 15 Institute/ Centres, Units, and

Cells. The details of the Schools of Studies, Divisions, Institute/ Centres, Units, and Cells, are available

on the IGNOU website: www.ignou.ac.in and also in the Profile of the University. In this section, only

those Departments of the University that are directly involved with Learner Support will be briefly

discussed, specifying their roles in the context of Leaner Support System of the University.

Schools of Studies

The primary responsibility of the Schools is to identify and conceive need based programmes in their

respective disciplines and develop the same for the learners. The Schools through their Boards also have

the responsibility to determine the level of the programme, course structure, curriculum, instructional

design, delivery mechanism, eligibility of academic counsellors and target group. The Schools also decide

on the facilities of the Learner Support Centres (LSCs) and arrangements for laboratory/ field work,

etc.Course design and course development is the major activity of the Schools. Schools also conduct

Orientation programmes in collaboration with RCs and Staff Training and Research Institute of Distance

Education (STRIDE). Schools are expected to periodically review the programmes/courses on offer and

undertake revision of programmes/ courses as and when needed.

Divisions

There are two types of Divisions in IGNOU - academic and administrative. While Regional Services

Division, Electronic Media and Production Division, Planning Division and Library and Documentation

Division are academic divisions, Administration Division, Finance and Accounts Division, Student

Registration Division, Student Evaluation Division and Material Production and Distribution Division

and Computer Division are administrative divisions. Administrative divisions are required to provide

necessary logistical support to the academic divisions including Schools so as to enable them to achieve

the objects of the University, discussed above.

Among the Divisions the Regional Services Division is mainly responsible for the organization and

implementation of Learner Support System of the University.


Since the inception of IGNOU an exclusive division, the Regional Services Division (RSD) was

established developing the blue print for Learner Support System of the University. The policies and

guidelines for learner support services are formulated by the Student Services Committee (SSC) (a

policy making body) which is housed in the RSD. The University has adopted a three tier approach to

providing learner support to its distance learners, viz: IGNOU headquarters; Regional Centres (branch

offices of the University) mostly established at State capitals and susequently even at District

headquarters of high enrollment areas; and Learner Support Centres at the district and Block level which

are IGNOU offices opened in Higher Education Institutions: Colleges and Universities, which are

managed by the University. As on date, RSD has under its purview 56 Regional Centres (RCs), 11

Recognized Regional Centres and more than 2900 Learner Support Centres (LSCs) across the country.

The vast network of RCs and LSCs extends the outreach of IGNOU to the hitherto deprived rural,

remote, socially and physically disadvantaged segments of population, providing them access to quality

http://www.ignou.ac.in/

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and cost effective higher education in a flexible manner.The functions of RSD are presented below in

Fig: 3.

Figure 3: Functions of Regional Services Division

Planning and Development Division (P&DD)

The Planning and Development Division formulates short-term and long-term plans, policies, procedures

to operationalize various programmes and activities of the University. It periodically reviews and

monitors the performance of all the schemes and activities of the University. The Division coordinates in

design development and delivery of academic programmes /activities, its procedures, administrative

reforms, learner support network, etc. in order to improve quality of the ODL. The Division also serves

as a secretariat for the Planning Board (PB), a statutory body of the University, and its Standing

Committee i.e. the Academic Programme Committee (APC) which is responsible for the launch of

academic programmes.

Student Registration Division (SRD)

SRD is responsible for monitoring registration of learners for different programmes offered by the

University. This division play important role in admission process by releasing the admission notice and

circulating the schedule of operation to all RCs. The CRC for re- registration is also developed by this

division. Other important activities of the division are finalizing re- admission data and sending the

same to SED for incorporation in their records. The convergence among SRD, Student Evaluation

Division and Computer Division is essential in order to ensure updating of student data. This division

Functions of Regional Services

Division

•Deliver academic programmes through the network of Regional Centres (RCs) and Learner Support Centres(LSCs)

•Develop policies, systems and procedures for establishment and management of RCs and LSCs;

•Organize and manage the national network of RCs and LSCs;

•L liaise with the Government Departments, educational institutions, other organisations including voluntary organisations for establishment of new RCs and LSCs;

•Identify and empanel suitable persons as Academic Counsellors;

•Organise orientation programmes for part-time functionaries of LSCs;

•Organize induction and in-service training programmes for full time staff of RCs. •Orgaize periodic face to face feedback meetings with functionaries of RCs and LSCs;

•Release and regulate quarterly grant and to control expenditure of RCs and LSCs;

•Ensure procurement and distribution of necessary furnitures and equipments to RCs and

LSC;. •Coordinate matters pertaining to Learner Support Services between the Schools and

Divisions in the Headquarters and between the RCs and LSCs;

•Promote and publicise ODL system and IGNOU and its academic programmes.

•Identify various strategies for increasing GER across Regions and States through respective RCs;

•Work in close coordination with government agencies in undertaking short term training and capacity building programmes in the context of specific local needs and requirements;

•Provide Single Window Operation’ for the three wings of the Armed Forces (Army, Navy and Air Force;and

• Supervise and Monitor the functioning of RCs and LSCs.

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also maintains the data base of the learners’ records. After initiation of online admission process

students’ registration and registration data are confirmed by e- Support Unit established at the

Headquarters.

Student Evaluation Division (SED)

Student Evaluation Division is mainly responsible for evaluation of learner performance in Term-End

Examinations. It coordinates the activities pertaining to continuous evaluation and evaluation of Project

Reports. It is also mandated for certification of learners by conferring degrees/diplomas/certificates. The

Division also maintains the database of all active learners on the rolls of the University. Currently the

Division has established Seven Regional Evaluation Centres (RECs) to undertake the task of evaluation

of answer scripts of June and December term end examinations.

Computer Division (CD)

The Computer Division is the main IT infrastructure and service provider of the University at the

Headquarters, RCs and LSCs all over the country. It maintains and services the Internet, mailing and

other software services for use of faculty and staff in Schools of Studies and users in other divisions at

the Headquarters. Some of these services are shared at the level of RCs and beyond.

The responsibilities of the Computer Division also include the procurement of IT resources, creating and

maintaining network infrastructure at the Headquarters and at the RCs, website development and

software development to enable consistent technology support solutions for the University.

Finance & Accounts Division (F & A)

The Finance & Accounts Division is responsible for the following activities in connection with learner

support services:

Preparation of Budget Estimate and Revised Budget estimate for RCs and the University as a whole.

Collection of Revenue Receipts (all types of fees & sale of prospectus) on behalf of the University

and investment of funds to generate additional resources.

Release of grants to RCs as per norms and approved budgets.

Internal Audit of Accounts of the RCs and LSCs, Divisions and Schools

Material Production and Distribution Division (MPDD)

The Material Production and Distribution Division are entrusted with the task of coordinating,

monitoring, printing and distribution of study materials to the learners as well as to RCs and LSCs. It

also undertakes a wide array of activities for synchronization of printing, production, storing and

inventory control of these materials.

Electronic Media Production Centre (EMPC)

EMPC serves as a nodal resource centre in production, dissemination and transmission of educational

software in the country utilizing a wide range of communication tools and techniques. The major activity

undertaken by the Centre is production and dissemination of curriculum based educational audio-video

programmes. The programme CDs are sent to RCs and LSCs and also sold at reasonable rates through

the Marketing Unit of EMPC. It also coordinates the Radio and TV channels dedicated for educational

broadcast, teleconferencing and EDUSAT related operations.

Public Information Unit (PIU)

Public Information Unit (PIU) acts as a link for communication and information sharing concerning the

policies, plans and programmes of the University with the prospective learners and general public

17

through press releases, advertisements and media support. Other important functions of the Unit include

the following:

Releasing advertisements related to admissions, recruitments, tenders and other notifications.

Communication with Prospective Learners: The PIU responds to all queries of general public

pertaining to admissions/academic programmes, rules and regulations of the University through

email/fax/post/telephone and in person. It also monitors the queries of learners appearing in the

press.

Liaison with media.

Student Service Centre (SSC)

Student Service Centre (SSC) acts as a Single Window at the headquarters for attending to learners’

queries with a view to resolving their difficulties pertaining to Admission, Registration, Evaluation,

Examination, Non-receipt of Study Material and Regional Centre/ Study Centre related issues.

Learners who approach SSC are provided guidance and counselling, through face-to-face mode, fax,(91-

011029535714), telephone (29572513, 29572514), electronically ([email protected]) and by post. SSC is

also the nodal agency for Grievance Redressal of the learners. It attends to all types of grievances

received through the Prime Minister’s Portal and other Portals as detailed in chapter 6; by email, by post

and in person. All queries received on the RTI MIS Online Portal under the RTI Act are also coordinated

by SSC.

Campus Placement Cell (CPC)

The prime objective of a learner is to get a suitable placement after successful completion of his/her

study at IGNOU. To facilitate the learners towards this end, a Campus Placement Cell has been

established at the IGNOU HQ to liaise with prospective employers and arrange interactions with the

prospective job-seekers from amongst the IGNOU learners who have successfully completed their

programmes of study.

INSTRUCTIONAL SYSTEM

The University has adopted a multiple-media approach for imparting instruction to its learners for its

various programmes of study. The University follows the Systems approach to instructional design. A

programme is designed after undertaking need analysis; identifying and defining the target group;

selection of appropriate media; course design and development; pilot testing and launch of the

programme; and periodic revision. The self-instructional format is used for developing Self Learning

Material (SLM) in print and multiple media. Print is the predominant mode of instruction supplemented

with audio and video programmes; face to face counselling sessions; interactive radio counselling (IRC)

(Gyan Vani); educational TV broadcasts (Gyan Darshan) and web-based counselling (Gyan Dhara).

Laboratory support to learners is provided at Learner Support Centers. Prior to activation of a LSC, a

team of IGNOU staff visit the prospective LSC to confirm that the LSC has the laboratory that meets all

requirements for conduct of practicum, internship, etc.

The University uses formative/continuous and summative/ term end evaluation for assessing the progress

of its learners and evaluation of their performance. Formative/ Continuous evaluation is conducted at

two levels i.e. through self-check exercises in-built into the SLMs; formative assessment through tutor

marked assignments, and if need be through practicum, internship, field work, project work, seminars,

18

workshops, etc. Summative / term end evaluation is through term end examinations for theory and where

necessary practical examinations, viva voce etc.

Fig. 4 depicts the learner-centric instructional system of IGNOU.

Fig.4 Instructional System

Programme delivery consists of the following components which comprise the instructional package:

Self-Learning Printed Material: Learning material in print is specially prepared by teams of experts

drawn from different Universities and specialized Institutions in the area spread throughout the country

as well as in-house faculty. The material is scrutinized by the content experts, supervised by the

instructors/unit designers and edited by the language experts at IGNOU before these are finally sent for

printing. Similarly, audio and video programmes are produced in consultation with the course writers,

in-house faculty and producers. The material is previewed and reviewed by the faculty as well as outside

experts and edited/modified, wherever necessary, before they are finally dispatched to the learners. The

printed learning material (written in self- learning style) for both theory and practical components of the

programmes is supplied to the learners in batches of blocks for every course (on an average 1 block per

credit) which is the major component used for transaction of the curriculum.

Audio –Video programmes: The printed study materials are supplemented with audio and video

programmes which have been produced by the University for betterclarification and enhancement of

understanding of the course material given to the learner. A video programme is normally of 25-30

minutes duration and audio programme is of 10-12 minutes duration. The audio and video programmes

are used at the LSCs during specific sessions which are duly notified for the benefit of the learners.

Broadcasts: The video programmes are telecast on National Network of Doordarshan and Gyan

Darshan. Some of the selected stations of All India Radio are also broadcasting the audio programmes.

Learners can confirm the dates for the programmes from their LSCs and RCs. The information is also

periodically updated on the IGNOU’s website.

19

Counselling Sessions: Counselling sessions (theory and lab based practical) are held at the LSCs across

the length and breadth of the country based on the instructions received from the RCs. These are mostly

held during the non-working days of the host institutions where the LSCs are located. However, in case

if situation demands some of the sessions may even be conducted on working days, preferably in the

early morning/ evening hours. The number of counselling sessions are scheduled (based on the credit

value of the course) as outlined above in Tables 2 and 3. Attendance at counselling sessions for theory

courses are optional whereas for practical courses attendance is compulsory.

Teleconferencing: Live sessions are conducted via satellite through interactive Gyan Darshan Channel

(GD-2) from the University studios at EMPC. The schedule for Teleconference is drawn in advance and

made available at the RC/LSC and EMPC through Gyan Darshan Booklet. The schedule is also made

available on the IGNOU website. The learner will have to visit the nearest centre (RC/LSC) at the

scheduled time for taking benefit of this facility. The facility is inactive for the time being.

Practical/Project work: Some specialized programmes have practical /project components as a part of

their course curriculum. Practical sessions are held at LSCs as per schedule drawn by them. Attendance

in practicals is compulsory. For project work, field work, internship, LSC provides necessary supervised

guidance but the learners have to manage their own research output and submission of the projects/

reports/ dissertations.

Gyan Darshan: Collaboration between MHRD, Prasar Bharti, IGNOU and other organizations has

resulted in launching of Gyan Darshan the Educational channel of India, for which EMPC has been

identified as the coordinating and transmitting agency. The channel provides educational programmes on

a variety of subjects for 24 hours a day to enhance learning processes and outcomes of the learners.

Gyan Vani: The University is the nodal agency for the implementation of the MHRD for establishing

FM stations in 40 cities as a part of the Gyan Vani network dedicated to education and development.

Interactive Radio Counselling (IRC), sessions are conducted at the EMPC studio. Live counselling is

provided on radio by invited experts. Students can ask questions right from their homes over telephone.

These sessions are conducted for an hour on Sundays from presently 189 radio stations in the country.

Gyan Dhara: It is an internet audio counselling service launched recently. Learners can listen to the

live discussions by the teachers and experts on the topic of the day and interact with them through

telephone, e- mail and through chat mode.

EDUSAT: Transmission of live teleconferencing session through EDUSAT, based on interactive two-

way audio – two way video, is available across the country through more than 134 SIT terminals. This

facility is used for counselling which is organized by Schools of Studies form EMPC studio at the

Headquarters.

Web-support:: IGNOU Headquarters has a campus Local Area Network and more than 650 computers/

printers connected to it. It has several switches and hubs, and routers to control traffic on network.

Maintenance services were provided by Computer Division to the heterogeneous network and computer

systems. Internet access has been provided and the domain server of IGNOU operates with the domain

name of www.ignou.ac.in which is the web page. The IGNOU website contains exhaustive information

and links to useful resources which is accessible to the vast learner population.

Webinars/ Web conferencing: This facility is also used to for delivery of programmes. Initially this

platform was used for periodic review meetings of the Headquarters with the RCs on pertinent issues

http://www.ignou.ac.in/

20

that require immediate attention and feedback, such as status of enrollment in the region, distribution of

study materials etc. It has also been used for counselling special target groups of learners and even for

the conduct of extended contact programmes.

eGyanKosh: The University has created a portal named eGyanKosh which is a repository of all the

printed SLMs and audio and videoo programmes of the University. The link to eGyanKosh is available

on its website and anyone can download the IGNOU learning materials free of cost by simply registering

on the portal..

Learner Support Services

In order to provide individualized support to its learners, the University has a large number of LSCs,

spread throughout the country. These LSCs are coordinated by 67 RCS. At the LSCs, the learners

interact with the Academic Counsellors and other learners, refer to books in the Library, watch/listen to

video/audio programmes and interact with the Coordinator on administrative and academic matters. The

support services provided to the learners is diagrammatically presented below in Fig.5

Fig.5 Types of Learner Support Services

The purpose of this Manual is to provide the Regional Centre functionaries with first hand information

and the knowledge about the norms, guidelines and procedures of the University. The first RC Manual

was published in 1992. Subsequently repeated attempts were made in 1995, 2005 and 2011 to revise the

Learner

Support Services

Advising/

Counselling Tutoring and

Mentoring

Lab based Practicum

Peer Group interaction

Feedback on Assignments

Conduct of Exams

Career Guidance

Information services

Library facilities

Grievance Redressal

Adminstrative problem solving

Technology Mediated Learning

21

Manual, but the same could not be published. In the last 30 years the University has undergone several

changes and evolved new norms, mechanisms and procedures for integrating ICT and online modes in

its academic, administrative and financial systems. The change in the dynamic contours of the overall

functioning of the University in general and Learner Support Services in particular, along with

diversification of delivery mechanisms, have necessitated the revision of the RC Manual.

The chapters in the Manual have dealt with all the operational issues being handled at the RCs and has

clearly described inter- linkages between the RCs and Schools/Divisions/Centres at the IGNOU

Headquarters and between the RCs and LSCs. It is envisaged that the Manual will ensure and strengthen

the learner support services through the RCs as per laid down norms and procedures- academic,

administrative and financial and maintain uniformity in the operations of the RCs in implementation of

the policies and directives of the University.

It is hoped that the Manual will help to facilitate and streamline the operations at the RCs and thereby

achieve its envisaged purpose.

22

CHAPTER 1

REGIONAL CENTRES

Structure

1.1 Introduction

1.2 Role and functions

1.3 Establishment procedure

1.4 Types of Regional Centres

1.4.1 Regional Centres

1.4.2 Recognized Regional Centres

1.5 Staffing pattern

1.5.1 Roles and responsibilities of Regional Director

1.5.2 Duties and responsibilities of Deputy Director/ Assistant Regional Director (academics)

1.5.3 Roles and responsibilities of administrative staff

1.1 Introduction

The Indira Gandhi National Open University (IGNOU) was established by an Act of Parliament on 20th

September 1985. The University was established with the aim of democratizing higher education

through Open and Distance Learning (ODL) mode, thereby taking education to the door steps of the

learners.

Since the inception of the University an exclusive division, the Regional Services Division (RSD) has

been in existence, for planning and execution of delivery of the University’s programmes to the

dispersed learners located throughout the length and breadth of the country. For motivating and

supporting the learners in their learning endeavour, the RSD has set up its Centres in all States of the

Learning Outcomes

After going through this chapter you will be able to:

Define a Regional Centre;

State the role and functions of a Regional Centre;

Discuss the establishment procedure of Regional Centres;

Differentiate between the types of Regional Centres;

Outline the staffing pattern of a Regional Centre;

State the power and functions of the Regional Director;

Describe the roles and responsibilities of Deputy Director/Assistant Regional Director;

State the powers and functions of the Assistant Registrar;

Describe the roles and responsibilities of other administrative staff posted at RCs.

23

country, mostly at State capitals and major cities, particularly in areas of high enrolment. Looking into

the demands of disadvantaged groups and regions, University has also established a few RCs in such

areas. Recognized Regional Centres (RRCs) are set up to cater to the needs of special target groups. The

policies and guidelines for effective learner support services are formulated by the Student Services

Committee (SSC) (a policy making body) which is located in the RSD and is a standing Committee of

the Board of Management of IGNOU. The SSC also has a Sub Committee which meets more frequently

and facilitates its functioning. Through its vast network of RCs, RSD has established Learner Support

Centres (LSCs) to extend the outreach of IGNOU to the learners at the grassroot level.

To perform the assigned roles and functions, the University has so far established 56 Regional

Centres (RCs) across the country. Apart from these RCs, 11 Recognized Regional Centres (RRCs)

have been established, which include six with Army, four with Navy and one with Assam Rifles,

thus taking the total number of RCs to 67.

1.2 Roles and functions

Regional Centres (RCs) are Centres established and maintained by the University as per the Statutes of

the IGNOU Act (1985) as given below (Figure 1.1). RCs have been established with the support and

cooperation of the respective State Governments. It is the state government which provides land/ office

premises or helps in procurement of land and buildings for the RC. RCs are mainly responsible for the

delivery of IGNOU programmes; promotion of ODL system in the State/ region; organization and

conduct of learner support services; and establishment, maintenance and monitoring of Learner Support

Centres (LSCs) in the region. RCs also play an important role in staff development activities at the local/

State level. The State wise list of RCs is given below in Table 1.1. The complete list of Regional Centres

with their addresses is given at Annexure – 1.1.

Figure 1.1: Definition of Regional Centre

Source: IGNOU Act (1985)

24

Table 1.1: State wise Regional Centres (RC) of IGNOU

S.No. State No. of

RCs

Name of Regional Centre Zone

1. Tripura 1 Agartala

NORTH

EAST

ZONE

2. Mizoram 1 Aizwal

3. Sikkim 1 Gangtok

4. Assam 2 Guwahati , Jorhat

5. Manipur 1 Imphal

6. Arunachal Pradesh 1 Itanagar

7. Nagaland 1 Kohima

8. Meghalaya 1 Shillong

9. Uttar Pradesh 4 Aligarh, Lucknow, Noida, Varanasi

NORTH

ZONE

10. Delhi 3 Delhi 1,Delhi 2,Delhi 3

11. Uttarakhand 1 Dehradun

12. Jammu & Kashmir 2 Jammu, Srinagar

13. Haryana 1 Karnal

14. Punjab 1 Khanna

15. Himachal Pradesh 1 Shimla

16. Chandigarh(UT) 1 Chandigarh

17. Gujarat 2 Ahmedabad, Rajkot

WEST

ZONE

18. Rajasthan 2 Jaipur, Jodhpur

19. Maharashtra 3 Pune, Mumbai, Nagpur

20. Goa 1 Panaji

21. Madhya Pradesh 2 Bhopal, Jabalpur

22. Orissa 2 Bhubaneshwar, Koraput

EAST

ZONE

23. Bihar 4 Patna, Saharsa, Darbhanga, Dehri-

On-Sone

24. Jharkhand 2 Ranchi, Deoghar

25. Chhattisgarh 1 Raipur

26. West Bengal 3 Kolkata, Raghunathganj, Siliguri

27. Karnataka 2 Bangalore, Bijapur

SOUTH

ZONE

28. Tamil Nadu 2 Chennai, Madurai

29. Telangana 1 Hyderabad

30. Kerala 3 Cochin, Trivandrum, Vatakara

31. Andhra Pradesh 2 Vijayawada, Visakhapatnam

32. Andaman &

Nicobar

Islands(UT)

1

Port Blair

25

The activities of a Regional Centre can be broadly categorized as academic, promotional, administrative

and financial which are summarized in Figure 1.2.

Figure 1.2: Functions of Regional Centres

Source: RSD Records

26

Further, RCs play a vital role in the University and ensures that academic activities performed at the

LSCs are as per the principles laid down in the UGC ODL Regulations, 2017 and other regulatory

bodies. The activities at the RC are managed by the academics and administrative staff of the University.

1.3 Establishment Procedure

Initially Regional Centres were established mainly at State capitals and there was one RC for each state.

However, over a period of time, Regional Centres were also established beyond the State capital

keeping in view the growth in enrolment in the State. Generally in a State where the enrolment is

consistently above 25,000 another Regional Centre may be established. A detailed analysis of the

enrolment pattern and scope for further expansion should precede the process of establishment. Even in

low literacy regions, tribal dominated areas or disadvantaged areas, the University may consider

establishing Regional Centres irrespective of the enrolment.

The number of Regional Centres has grown from barely 3 in 1986 to 67 in 2017. Regional Centres are

established normally with the cooperation and support of the respective State Governments. Many State

Governments have donated land to IGNOU to construct its own buildings for its RC or have provided

buildings at nominal costs. In a few instances the University has purchased buildings for its RC. The

details are presented below in Table 1.2

Table 1.2: Status of buildings and land acquired by Regional Centres

S.No. Name of RC Status of building

1. Agartala Boundary wall constructed

2. Aizawl Boundary wall constructed

3. Ahmedabad RC building functional

4. Bhopal RC building functional

5. Bhubaneswar RC building functional

6. Bijapur Rent free building offered by the State government

7. Cochin RC building functional

8. Imphal Construction under process

9. Itanagar Construction under process

10. Jammu Land being acquired

11. Jodhpur Boundary wall under construction

12. Jaipur RC building functional (bought from State

government)

13. Karnal Construction under process

14. Khanna Rent free building*

15. Kohima Construction under process.

16. Koraput Land being acquired

17. Madurai RC building functional.

18. Noida Boundary wall constructed

19. Patna Building ready for occupation

20. Port Blair Boundary wall under construction

27

21. Pune Construction under process

22. Raipur RC building functional(bought from State

government)

23. Rajkot Boundary wall constructed

24. Shillong RC building functional

25. Trivandrum Construction under process

26. Vatakara Boundary wall constructed

1.4 Types of Regional Centres

There are two types of Regional Centres - Regional Centres and Recognised Regional Centres. The

former are established, manned and managed by IGNOU while the latter are manned and managed by

agencies other than IGNOU, namely defence and paramilitary forces of the Government of India and

IGNOU awards recognition for running its programmes of study through its own LSCs.

1.4.1 Regional Centres

Regional Centre is the sub-office of the University and it is the regional face of the university. It is also

supposed to serve as a resource centre of the University in the region. It is provided with a well equipped

library which includes reference books and Self Learning Materials (SLMs) of the academic

programmes offered by IGNOU in multiple media (print, audio/ video etc). As IGNOU uses ICT

extensively for both the academic and administrative support services, it is equipped with almost every

type of communication technology, namely: satellite interactive terminals (SIT) for receiving video

broadcast programmes and interaction in teleconferencing, Gyanvani Radio Stations (wherever

possible), audio-video electronic equipments, internet and web conferencing facilities, computers and

peripherals/equipments for both office use and conduct of practical counselling and examinations, etc.

Furniture and equipments are provided to RCs by the University as per norms.

1.4.2 Recognized Regional Centres

IGNOU has established RCs for the armed forces and paramilitary forces and other sections of the

society in order to cater to their specific needs. Such Regional Centres are termed as “Recognized

Regional Centres”. As on date, there are 6– Army Recognized Regional Centres, 4 Navy Recognized

Regional Centres and 1–Assam Rifles Recognized Regional Centre. Recognized Regional Centres are

responsible for providing support services to the service personnel and their family members through

their own network of LSCs. The RRCs are facilitated through a single window system located at RSD.

List of Recognized Regional Centres is given as Annexure 1.2.

1.5 Staffing pattern

The RC is headed by the Regional Director (RD) who is the senior most academic posted at the RC.

Besides the RD, there will be Assistant Regional Directors (ARDs) / Deputy Directors (DDs) posted as

academic staff of the RC. One Assistant Registrar (AR), one Section Officer (SO), one Personal

28

Assistant (PA), one Steno, one Senior Assistant (SA), one Assistant Executive (Data Processing), one

Semi-Professional Assistant (SPA), two Executive Assistants (EAs), three Junior Assistant cum Typist

(JATs), two MTSs and one driver are posted at each RC. However, the staffing pattern is different in the

RCs of the North East except the ones at Shillong and Guwahati. Such RCs of the NE are provided with

RD, one ARD, one SO, one Assistant, one AE (DP), one SPA and one JAT. Staffing pattern and

sanction of strength are notified at the time of establishment of the RC.

1.5.1 Roles and responsibilities of Regional Director

The Regional Director is the senior most academic of the RC who serves as the head of the RC and is

overall incharge of the RC. The role and responsibilities of the Regional Director can be classified under

the following heads:

Academic

Liaise with the State Government, local universities and other educational institutions to establish

LSCs in the region;

Activate IGNOU programmes at LSCs;

Create an interface between RC (academic staff of RC and academic counsellors of LSCs) and HQs

(core faculty and authorities);

Survey the academic and professional requirements of the region and provide feedback to the Schools

of Studies;

Supervise the academic activities of DDs/ ARDs;

Create databases of locally available resource persons for various academic activities like counselling,

evaluation, examination, etc.;

Organize orientation programmes for LSC functionaries, including academic counsellors;

Conduct induction meetings for freshly enrolled learners;

Organize orientation programmes for the counsellors of the region;

Conduct of counselling sessions and evaluation of assignments at LSCs;

Assess the need for conducting extended contact programmes, seminars, etc. and recommend the

place and timings;

Identification of examination centres for conduct of term end examinations (TEE)

Prepare, supervise and control the fair conduct of TEE at various LSCs and other examination centers;

Organize and conduct orientation programmes for Centre Superintendents and staff as and when

necessary before commencement of TEE and other examinations;

Organize annual meetings with the Coordinators of LSCs;

Organize web conferencing at the RC with functionaries of HQs, LSCs etc.;

Conduct tele-convocation in coordination with IGNOU HQs to award degrees, diplomas and

certificates to IGNOU learners who have successfully completed their programmes ;

Undertake extension activities by establishing linkages with neighbouring community/ Communities

etc.;

Make arrangements for grievance redressal of IGNOU learners;

Facilitate and promote feedback studies and reports in the region using resources and infrastructure

available inside/ outside the RC;

29

Promotional

Promote public awareness in the region about IGNOU and its programmes through various media

like radio, television and press and may even conduct seminars, meetings, awareness camps etc.;

Regular updation of RC website;

Develop promotional literature for different target groups.

Administrative and Financial

Supervise the administrative and financial activities of RC;

Appointment of contractual/ daily wage staff at RCs against vacant class III and IV positions;

Appoint part–time staff at LSCs as per norms of the University on the basis of the total number of

learners enrolled in that year;

Allot newly enrolled learners to LSCs;

Fiscal management of the RC: maintenance of accounts and imprest and budget

Annual budgeting ;

Maintenance of grants from State Government ;

Purchase of furniture and equipment of RC and LSCs;

Release of all types of adjustment bills of LSCs and the RC;

Preparation of monthly statement of accounts of RC and LSCs;

Salary of RC and LSC staff;

Maintenance of expenditure control register ;

Reconciliation of grant account and fee account of the RC;

Stock verification of RC and LSCs;

Sanction advances to RC staff;

Repairs and maintenance of equipments at RC;

Reimbursement of LTC, Medical claims, Children Tuition fees;

TA/DA bills of RC and LSC staff;

Maintenance of leave records and service books of RC staff ;

Printing of stationery, promotional materials, etc.;

Maintenance of RC premises;

Management of library services;

Sanction movement within the region for the staff of RC and LSC.

Monitoring

Monitor the functioning of LSCs, and submit a Monthly Monitoring Report (MMR) to RSD, which

includes:

Attendance of LSCs functionaries;

Conduct of counseling sessions;

Timely assessment of assignments at LSCs;

Sample checking of assignments so as to maintain uniformity in evaluation;

Annual stock verification;

Maintenance of learner records.

Obtain feedback from learners, academic counsellors and staff of LSCs through interaction meetings;

Periodic visits to LSC at least twice a year (one in each semester) to supervise their academic and

administrative functioning.

30

The following powers as shown in Figure 1.3 have been delegated to the Regional Director

which does not require approval:

Figure-1.3 Powers of Regional Director

1.5.2 Role and responsibilities of Deputy Director/ Assistant Regional Director (academics)

The Deputy Director/ Assistant Regional Director will perform the following responsibilities under the

supervision of the Regional Director. He/ she will be responsible for the following operations and report

to the Regional Director:

Academic

Identification and establishment of LSCs and its staff;

Activation of programmes at existing LSCs;

Preparation of merit list for specific programmes;

Identification of prospective academic counsellors to be forwarded to concerned Schools;

Organization/ conduct of induction programmes at LSCs/ RC;

Empanelment/ renewal of appointments of academic counsellors;

Planning and organization of staff development programmes for LSC functionaries;

Conduct of orientation programmes for academic counsellors in collaboration with Schools and

STRIDE;

Attending to student queries and grievances (detailed in Chapter 6);

Providing learner support services at RC level such as change of course, change of LSC, change of

RC, migration/ bonafide certificates, scholarship, etc.

Provide guidance on counselling and practical schedules to LSCs;

Active participation in web conferencing and interactive radio counselling

Monitoring of counselling sessions at LSCs and submitting reports on the same;

31

Monitoring of turnaround time of evaluation of assignment responses at LSCs and submitting

reports on the same;

Receiving assignment grades and transmitting them to Student Evaluation Division at HQs;

Obtaining feedback from the learners as well as academic counsellors and coordinators through

interactive sessions;

Conduct of feedback studies, programme evaluation and systemic/ discipline based research;

Developing materials for learning and effective learner support;

Undertaking research work for strengthening delivery system;

Identification of region specific programmes/ courses;

Monitoring of LSCs and preparing reports thereof;

Renewal of staff at LSCs;

Identification of examination centres;

Monitoring of all examinations in the region;

Conduct of practical examination as well as viva voce for specific programmes at RC and LSCs;

Coordinating translation of course materials into regional languages;

Providing assistance for conduct of tele-convocation at RC;

Organize and conduct placement drives and career counselling for IGNOU learners.

Promotional

Development of promotional materials;

Publicity of IGNOU programmes through promotional activities through multiple media;

Pre-admission counselling and guidance services;

Participation in promotional meetings such as admission camps, seminars, workshops, exhibitions,

educational fairs, job (melas) fairs, etc.; addressing potential learners in schools, colleges, etc.

Liaising with State government for sponsoring employees and other target groups to enroll in

IGNOU.

In addition to the above, any other academic activity assigned by the RD from time to time.

1.5.3 Role and responsibilities of administrative staff

The matters related to management of Finance and Accounts at RCs were decentralized to the RCs with

effect from April 01, 1996. Thereafter, an Assistant Registrar (AR) has been appointed at each RC, who

along with the RD serves as Drawing and Disbursing Officer (DDO) of the Regional Centre. The

Regional Director is the approving authority on all aspects of Finance and Accounts. The DR/AR will

draw and disburse the amount after proposals/ bills processed are approved by the Regional Director.

Duties and responsibilities of a Drawing and Disbursing Officer are given in the Financial Code of the

University.

The following are the other administrative staff posted at the RC:

Section Officer

Senior PA /PA

Senior Assistant

Stenographer

Semi- Professional Assistant

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Executive Assistant

Assistant Executive Data Processing (AE DP)

Junior Assistant cum Typist (JAT)

Multi Tasking Staff (MTS)

Other than the above staff, RC engages Part Time Staff like Mali and Safaiwala. There may be provision

for regular/contractual/daily wages Mali for RC which has got its own campus or has a bigger campus.

All the above mentioned administrative staff including AR will perform administrative activities as

assigned to them by the RD.

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CHAPTER 2

ACADEMIC ACTIVITIES

Structure

2.1 Introduction

2.2 Education survey, research and need assessment

2.2.1 Programme evaluation

2.2.2 Need assessment research

2.2.3 Mapping of institutions offering study programmes through ODL

2.2.4 Survey and research

2.3 Offering /delivery of academic programmes of the University

2.3.1 Identification and establishment of LSC

2.3.2 Eligibility criteria of institutions for establishment as a LSC

2.3.2 Procedure for establishment of LSC

2.3.4 Activation of programmes at existing LSCs

2.3.5 Selection and empanelment of academic counsellors

2.3.6 Promotional and publicity activities

2.3.7 Pre-admission and post-admission counselling

2.3.8 Allotment of learners to LSCs 2.3.9 Online admission procedure: RC services

2.3.10 Database management

2.3.11 Addressing induction meetings

2.3.12 Conduct and monitoring of academic activities of LSCs

2.3.13 Monitoring of other academic support mechanisms at RC and LSC

2.3.14 Monitoring of assignments and data entry activity

2.3.15 Maintenance learner records

2.3.16 Participation in interactive radio counselling

2.3.17 Participation in web conferencing

2.3.18 Online counselling through Gyan Dhara and IRC

2.3.19 Support for special groups

2.3.20 Web based learner support services

2.3.21 Addressing learners’ queries and grievances

2.4 Conduct of examinations-theory, practical and viva voce

2.4.1 Role of RC in conducting term end examinations

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2.4.2 Deputing observers for supervision of examinations

2.4.3 Term-end practical examination: norms, procedures, identification of examination centres

and evaluators

2.4.4 Evaluation of project synopsis and project reports

2.5 Need for capacity building of staff

2.5.1 Training of RC staff

2.5.2 Training of part time staff at LSCs 2.5.3 Training for the part time academic staff 2.5.4 Training of part time administrative staff 2.5.5 Orientation of academic counsellors

2.6 Identification and development of region specific need based programmes

2.7 Conducting short term need based non-credit skill development courses/programmes

2.8 Organization of seminars/workshops/conferences

2.9 Translation of course materials into regional languages

2.10 Development of audio/ video programmes in regional languages

2.11Organizing convocation

2.12 Campus Placement

Learning Outcomes

After going through this chapter, you will be able to:

List the academic activities of RC;

State the promotional and publicity activities of RCs;

Discuss the criterion and procedure for establishment of LSCs;

Define pre-admission counselling and post admission counselling;

Describe the process of empanelment of academic counsellors;

Outline the process of activation of programmes at LSCs;

Explain the need for induction meetings;

Monitor the academic activities of LSCs;

Conduct examination-theory, practical and viva-voce;

Organize staff development programmes;

Participate in Interactive radio counselling and web conferencing;

Monitor data entry of assignments;

Conduct placement drives;

Address learners’ queries and grievances;

Organize tele-convocation;

Organize translation of course material;

Identify region specific need based programmes;

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Describe the process for development of need based programmes for the region;

Organize seminars/workshops/conferences focusing on education and related domains

Conduct systemic research and evaluation;

Create and maintain databases for the RC.

2.1 Introduction

Now it is clear that RC is the regional academic hub of the University. It receives and conceives

whatever academic programmes and extension activities that University wants to deliver to target

learners in particular and society in general. It performs this mandate through its own academic faculties

and a network of LSCs involving coordinators, assistant coordinators, programme in-charges, academic

counsellors and evaluators. Importance of the RC can be gauzed from the fact that it is the only effective

academic link between the University at headquarters and society at large for which University stands. It

attempts to perform all academic works which ensures successful delivery of the academic programmes.

In this Chapter we will discuss all such academic activities of a RC one by one. Here, we will have to

keep in mind that there are some activities which may be defined as purely academic and some activities

as purely administrative. However, there are some activities which, in operation, assume dual character.

2.2 Educational survey, research and need assessment

In the previous Chapter, we have seen as to how RCs are established. We should recall here that it is

founded on the basis of regional need assessment and feasibility studies. Needless to say that society is

not a static entity and so are its needs and requirements. Hence, to meet the educational needs of a

dynamic society a University like IGNOU has to be dynamic. IGNOU requires its academic fraternity at

the RC and headquarters to constantly undertake such need assessment activities, not only to ascertain

the feasibility of launching of already developed academic programmes but also to suggest the

University to develop new programmes as per the emerging needs of the society. RC is also supposed to

be involved in programme evaluation whose outcome helps the Schools in revising and updating

programme curriculum and SLMs. It also helps in deciding suitable delivery mechanism for successful

teaching learning transactions. The following are some such activities which RCs are generally required

to perform.

2.2.1 Programme Evaluation

This involves research on evaluation of IGNOU’s programme offered in the region. For this purpose,

questionnaires, personal interviews of learners, Counsellors, Coordinators, other academics and

concerned agencies are to be conducted and analyzed. The feedback based on the analysis of data thus

collected may be sent to School/ Division concerned for taking necessary, remedial measures. This

activity can go a long way in minimizing the drop-out rates. The Regional Director can involve

academic staff of the RC and seek help from the LSC for this purpose.

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2.2.2Need assessment research

This can be an effective way of getting ideas and help for development of new academic programmes.

The Regional Director can develop a mechanism of keeping contacts with a cross- section of society

including academic and professional institutes as well as individuals, government departments and

voluntary agencies. This research can be undertaken in possible areas by the academic staff of the RC.

2.2.3 Mapping of institutions offering programmes through ODL

Maintenance of standards in the ODL system is a key activity of IGNOU. Several institutions, not

recognized by DEB, UGC claim to offer courses through ODL System. It is not possible to keep track of

all of them from the HQs. It is required that the RCs should be vigilant about such institutions in their

regions and keep the HQs informed about the institutions which are offering such courses without

recognition of DEB-UGC. In this regard RCs may undertake mapping of all institutions offering

programmes in their regions through the ODL System. Mapping should be followed by functional

inspection of the DEIs and CCIs.

2.2.4 Survey and research

RC should have first-hand information on the educational scenario of the region. For this purpose,

survey and research is made integral part of its activity. The tracer studies, study on temporary drop outs,

pass percentage, performance of learners in practical examination, completion of project and internship

work, attendance in counselling- theory and practical, satisfaction of learners on grade and award in

assignments and overall satisfaction on Learner Support Services, are some of the key areas of interest

which will give RC and University headquarters feedback for improvement. Although research activities

are conducted at RC in individual capacity, yet greater emphasis should be laid on giving priority for

survey and research. RC may submit proposal for such research activities to the RSD for consideration

and approval. After obtaining the approval, RD must work out the schedule for completion of the

research work.

2.3 Offering /delivery of academic programmes of the University

The foremost duty of the RC is to offer the Academic Programmes developed by the Schools of Studies

of the University. Offering programmes involves a number of academic activities which start from

assessment of the regional requirement of the programme, ascertaining potential enrolment and physical

and human resources for transacting the programme, establishment of the LSC and activating of new

programmes at the LSC, providing and monitoring all scheduled support to the learners and the LSC, for

conducting and monitoring both continuous and Term-end evaluation of learners and providing

assistance in placement of the learners after graduation from the University.

2.3.1 Identification and establishment of LSCs

LSC is the most important linking node of the University for the learners as it offers an interface

between the learners and the University by providing various sensitive academic and administrative

support services, for the maintenance of the quality of the services of the University. Therefore, it is

37

imperative to take utmost care in identifying its location and institution for establishment. It is also

important for the RC to objectively assess the need and financial viability of a LSC in a particular area

and at a particular location. Failing at this front invites a lot of hardships to the learners as well as to the

University in future when a LSC is closed or kept in abeyance due to financial non-viability. The role

and functions of LSCs have been dealt with in detail in Chapter 4.

2.3.2 Eligibility criteria for institutions for establishment as a LSC

Learner Support Centres (LSCs) are established by IGNOU only in a College or Institute affiliated to a

recognized university (other than a Private University) or a Government recognized Higher Educational

Institution offering conventional mode programmes of equivalent level in the same broad areas under the

relevant faculty such as faculty of sciences or social science or humanities or commerce or management

etc. and having all the necessary infrastructure and availability of appropriate number of qualified

faculty not below the rank of qualified Assistant Professors of recognized Colleges or Institutes offering

similar programmes for engaging theory contact sessions and supervising practical sessions in laboratory

or field. LSC may engage the services of qualified Academic Counsellors from nearby institutions of

higher learning. Services of retiried qualified academics not beyond seventy years of age may be taken

for academic counselling and obervation of examination activities.

However, IGNOU may establish a Special Learner Support Centre (SLSC) for imparting instruction to

persons referred to in the Persons with Disabilities (Equal Opportunities, Protection of Rights and Full

Participation) Act, 1995, the National Trust for Welfare of Persons with Autism, Cerebral Palsy, Mental

Retardation and Multiple Disability Act, 1999 and other persons in difficult circumstances, including jail

inmates. Moreover, in case of programmes like those being developed by the Government for Skill

Development or Lifelong Learning, the Study Centre or Learner Support Centre could be opened in

Government institutions having capabilities for learner support services in the respective areas. Further a

Learner Support Centre shall not be set up under a franchisee agreement in any case. However,

University may hire the facilities of recognised private higher education institutions for conducting

practical, internship, practicum and project etc. as per defined IGNOU norms vide notifications/circulars

issued from time to time.

The following institutions can apply for establishment of LSCs:

1. Government Colleges / Technical/Professional institutions;

2. Private College / Private institutions affiliated to Universities recognized by UGC / regulatory bodies;

3. NGOs having required infrastructure, physical and human as per requirements of specific

programmes;

4. Jails;

5. Hospitals /PHCs for programmes in health science, nursing and others;

6. Computer institutes with requisite physical infrastructure in terms of hardware and

software requirement of the computer related programme and qualified experts as per

eligibility of the programme.

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Physical infrastructure for academic counselling

Class rooms as per enrolled learners;

Laboratories as per enrolled learners and programme requirements;

Proper Library space for housing SLMs- print and electronic and reference books;

Dedicated one/two rooms for office work with covered area of 500 sq. ft.

Institutions fulfilling the above eligibility criteria can apply / submit a proposal for a LSC in the

prescribed format, which can be obtained from the RC. Stages involved in the processing of application

post submission, is presented below:

2.3.2 Procedure for establishment of LSC

The RC can approach any of the institution depending upon the necessity for creating access to

IGNOU and its academic programmes;

Alternatively, the prospective, willing institution can also approach RC for opening an LSC;

Prospective LSC is required to submit an Expression of Interest to associate with IGNOU as its

LSC and provide information in the prescribed formats, (Annexures 2.1 to 2.6);

The RC assesses the strengths and weaknesses of the prospective institution. If satisfied, a visit to

the institution shall be made by RD/ARDs (Academics) for on the spot inspection to assess the

suitability, verify the submission and submit an Inspection/Assessment/Visit Report;

The RC shall forward the complete proposal (if satisfied in terms of infrastructure, academic

counsellors and staff), to the Regional Services Division (RSD), with recommendations of the

Regional Director;

The RSD shall process the bio-data of ACs discipline wise to respective school of studies for

their observations/recommendations and approval on the suitability and qualification of ACs;

For the establishment of LSCs for practical oriented programmes of a particular school the

entire proposal along with the bio-data of AC and details of physical infrasturcture is sent to the

respective school for observations and recommendations.On receipt of recommendations of the

faculty, RSD shall place all such recommendations before the Student Services Committee

(SSC), a Standing Committee of the Board of Management, for consideration;

Once the proposals are cleared by the SSC and minutes of the SSC are approved by the Vice

Chancellor, a notification is issued by RSD regarding establishment of the approved LSCs;

Appointment letters for Coordinator and biodata of the approved ACs are sent to the RC

immediately after the notification of the LSCs.

After notification of establishment of LSC and appointment of Coordinator the new LSC would

operationalized.

2.3.4 Activation of programmes at existing LSC

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Depending on the need and requirement of learners in the catchment area of LSC, the Coordinator can

activate additional programmes at the LSC. The proposals for activation of new programmes enclosing

details of prospective academic counsellors, list of requisite physical infrastructure as applicable for the

programme, may be forwarded by the LSC to the RC in the prescribed formats (Annexure-2.7). The

above procedure is depicted in the Figure 2.1 below: Figure 2.1: Procedure for Activation of New Programmes at Existing LSCs

2.3.5 Selection and Empanelment of

2.3.5 Academic Counsellors

2.3.5 Selection and empanelment of academic counsellors

Availability of Academic Counsellor for a particular programme is a pre-requisite for allotting learners

to the LSC. In no case, RC should allot learners to the LSC if it does not have adequate number of

qualified Academic Counsellors. It should also to make sure that only qualified individuals as per

eligibility criteria prescribed by UGC and the Schools of Studies are engaged for Academic counselling

(theory / practical). In certain cases, without diluting the eligibility criteria fixed by the UGC, to meet

course specific requirements, Schools of Studies at IGNOU may require ACs to have specialized

qualification and experiences.

Eligibility conditions for appointment of academic counsellors

1. No academic staff in the LSC or Learner Support Centre shall be appointed who does not fulfill

the minimum qualifications as laid down in the University Grants Commission (Minimum

Qualifications for Appointment of Teachers and other Academic Staff in the Universities and

Procedure at the LSC The existing LSC applies for activation of additional programmes,

in the prescribed format as per the faculty and infrastructure

expertise availability in the host institution. The relevant documents are attached w.r.t. the requirements

(physical and human) for the new programme proposed to be

activated and the proposal is submitted at the RC.

Procedure at the RC The RC academics at the RC scrutinize the proposal to

ensure that all columns are duly filled in and contain the

required information. The documents attached are also checked to ensure that

they are complete in all respects. If programme has practical component RD/DD/ARD must visit the location to verify the availability of infrastracture and submit the report to be sent along with the proposal.

The proposal is sent to the RSD with a recommendation by the Regional Director.

Procedure at the RSD RSD prepares the Agenda Item for activation of

the programme. The same is placed in the SSC meeting for

deliberation. Once the Minutes are approved, the notification

is issued for programme activation. The RCs are informed, which in turn, inform the

LSCs so that they can disseminate information

amongst the prospective learners. The RCs also

circulate the information to prospective learners through various modes of

communication.

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Colleges and Measures for the Maintenance of Standards in Higher Education) Regulation, 2010

as modified from time to time;

2. Different programmes/courses have different eligibility criteria for appointment of Academic

Counsellors, which are to be strictly followed. Certain programmes may require ACs from multiple disciplines;

3. In addition, such academic staff should have familiarity with the characteristics of Open and

Distance Learning mode learners and their needs, difference between Open and Distance

Learning and conventional face – to - face education, awareness about instructional design,

familiarity with the learner centric approach in blended mode of learning, ability to use different

delivery media including online and computer mediated communication and Information and

Communication Technology enabled learning.

Competencies of ACs in LSCs

Familiarity with basic research on the characteristics of distance learners, their needs and

difference from conventional face-to-face education;

Application of basic principles of instructional design;

Thorough knowledge of subject matter and common misconceptions related to the

courses;

Deep understanding of the necessity of learner-centric environment in online and blended

learning mode;

Practical applications of learning theories, self-paced instruction, and computer-mediated

communication and learning;

Ability to foster a sense of community among learners ;

Adaptability and flexibility with the capabilities and limitations of the delivery media;

Familiarity with the delivery medium to provide basic troubleshooting;

Ability to multitask;

Time management e.g., respond to learners in timely manner, extensive and advance

preparation and planning;

Professional characteristics e.g.motivated to teach, self-confidence, articulation

capabilities, good writing skills.

Further, bio-data of prospective academic counsellors are to be forwarded along with proposals for

activation of new programmes in the prescribed formats. (Annexure 2.8 and 2.9). The procedure is

depicted in Fig 2.2 as follows:

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Figure 2.2: Procedure for empanelment of Academic Counsellors at LSCs

Procedure at the Study Centre

Identification of prospective Academic Counsellors, who fulfill the eligibility norms. They may belong to the host

institution or any other institution also. The candidates are required to fill in the

format for empanelment as academic counsellors

The required documents, in support of educational qualification and teaching

experience (wherever required) are to

be attached with the filled in format. Bio –data of ACs should be processed

school-wise so that the it is sent to the concerned school by RC

The same is forwarded to the RC by the

Coordinator, with her/his own

recommendation and stamp.

Procedure at the RSD / Schools of Study

The bio-data received at the RSD are forwarded to Schools of Studies for determination of eligibility of the

prospective academic counsellors. The School faculty approve / disapprove

the candidature and return the bio-data back to the RSD, with written remarks against the columns meant for the

purpose. The same is sent back to the RC, where

empanelment letters are generated for all

the approved academic counsellors. The

unapproved cases are considered as

rejected.

Procedure at the RC The bio-data is scrutinized to ensure that all

columns of the format are properly filled up with the requisite information and supporting

documents are attached. The bio-data are submitted separately for each

programme so that it can be forwarded to the respective School of Study

Formats complete in all respects are forwarded to the RSD for further action

Formats having any deficiency w.r.t. the above are

returned to the LSC for resubmission, after

rectification, as required.

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2.3.6 Promotional and publicity activities

Promotional activities include adequate publicity of the ODL system within the region, developing

suitable publicity material, identifying journals and newspapers for publicity, establishing regular

contacts with various institutions and voluntary organizations within the region, organization of public

seminars and symposia on ODL system, participation in exhibitions and book fairs, radio, television and

press interviews, academic staff visits to institutions/organizations, liaising with State Government and

other organizations etc. These promotional activities can be group specific (for example for potential

learners, prospective employers, IGNOU graduates, academicians, etc.), programme specific (for

example different strategies for Certificate, Diploma and Degree programmes) and time specific (for

example during the admission period or re-registration period). Some of the publicity measures are

suggested as follows:

Organizing meetings of Coordinators and sharing publicity strategy;

Publicity through press;

Printing and distribution of handbills by the LSCs for their respective areas and distribution of

same in the vicinity of LSCs;

Organization of ‘Open Meetings’ by RCs and LSCs to acquaint people with IGNOU’s

programmes and procedures;

Letters to institutions and organizations giving detailed information about IGNOU and its

programmes;

Release of short advertisements in local dailies;

Visit to catchment areas and addressing the catchment population;

Participation in Education Fairs;

Press meetings during TEE;

Announcement in the examination hall for re-registration and fresh admission;

Conduct workshops with local school leaders;

Placing hoardings and banners at important places within the jurisdiction of RC;

Placing information in the learner handbook and prospectus of the Host Institution;

Provision of link in the website of the host institution regarding IGNOU and its activities;

Use of Community Radio/AIR and Doordarshan for dissemination of information;

Use of Induction meeting platform for promotion and publicity and providing categorical

information on re-registration;

Using the services of Academic counsellors for enrolling the learners of their discipline in add on

programmes;

Visit to LSC by the RD/ARD during the admissions and meeting the Press as well as people from

different walks of life.

While undertaking the above activities, RD should ensure that the budget for the said activities is

available and also that it is within his/ her delegation of powers.

43

2.3.7 Pre-admission and Post-admission counselling

IGNOU learners (enrolled and prospective) are provided counselling support at the RC, which can be

broadly categorized into Pre-admission and Post admission counselling. Here we will read about the type

of information prospective learners, registered learners and general public are likely to seek at the RC

and the mechanisms the RC needs to put in place for providing effective counselling support. The

information and counselling support sought in these two categories is described below:

A. Pre-admission Counselling: The aspiring learners may seek information, support and guidance

pertaining to (but not limited to):

IGNOU, programmes of study and details of fee, duration, flexibility in completion of study,

location of LSC in the region, instructional methodology;

Information about recognition and validity of IGNOU degrees/diplomas/certificates;

Provision of scholarships, fee concessions, fee reimbursement;

Future prospects of jobs, advanced studies from IGNOU or avenues in other higher education

institutions.

B. Post- Admission Counselling: Information and support in this category can be further classified

as:

i) During the course counselling: The learners seek support and redressal of grievances

regarding issues related to receipt of Self Learning Materials(SLM), change of LSC,

Induction meeting and Counselling (Theory and Practical) schedules, T.V. and radio

programmes, access to library services, obtaining assignments and their submission, receipt

of evaluated assignments, obtaining feedback on assignments from LSCs, information about

Term End Examinations, non-receipt of hall tickets, grade cards and award of degrees.

ii) ii) Post Course Counselling: After completion of the programme of study the learners may

seek support and guidance regarding convocation and non-receipt of grade card/provisional

certificate, guidance regarding career advancement, job opportunities, placement

opportunities through IGNOU and counselling for pursuing further programmes from

IGNOU.

The RCs have put in place several mechanisms to facilitate counselling support to enrolled and

prospective learners. Some of these are, ‘May I Help You’ or the Learner Services Counter located

generally at the entry point of the RC premises, Notice Boards/Bulletin Boards displaying latest and up

dated information pertaining to IGNOU, dedicated telephone line and personnel for attending to and

providing telephonic responses to queries, Internet based counselling support, response through emails,

IGNOU and RC websites, technology mediated support through Interactive Radio Counselling

programmes, Gyan Vani, Gyan Dhara. The details of these counselling support mechanisms at the RCs,

are provided later in this chapter and further in chapter 6.

2.3.8 Allotment of learners to LSCs

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Generally, learners are allotted to LSCs as per their choice given in the application forms (Fresh and

RR), which they submit in the online mode. RC may also club the learners if the programme is activated

in more than one centre in the same city and the number of learners at a particular centre is very less.

2.3.9 Online admission procedure: RC Services

Online Admission System (OAS) was launched in IGNOU w.e.f. July 2015 admission cycle. The facility

was made available in addition to the existing offline admission system for programmes offered through

Common Prospectus. With the growing acceptance of the system, the admissions through Common

Prospectus have been made fully online w.e.f July 2017 session. The Common Prospectus of the

academic year is uploaded on University website and admissions are on offer through a user-friendly

online system.

In relation to IGNOU headquarters: An RC module has been provided by Student

Registration Division to RCs for processing of online admission forms, sending online deficiency

information to applicants and final confirmation or rejection of admission form. Every RC has a

user ID and password for login to RC module and the rights are to be exercised by officer in

charge of admissions and any other official(s) entrusted with admissions work. The processing of

admission form is to be done subject to applicant’s payment of fee online through debit/credit

card/net banking, fulfilling the eligibility of admission to programme and uploading of the

required documents of educational qualifications, age proof and wherever applicable, experience,

caste/category or any other relevant document as per the requirement of the programme.

At the RC: The online admission applicant has to first register on the applicant area on IGNOU

website by creating a user ID and password. The HQs/ RC confirms the admission after

ascertaining applicant’s eligibility for admission to the programme based on the documents

uploaded by the candidate and removal of deficiency, if any, within the prescribed period. A

processing fee of Rs.200/- is charged along with the programme fee. Upon confirmation of

admission by RC through the RC module as discussed above, the applicant receives a

confirmation mail on his/her mail ID. Applicants not fulfilling the requirements of admission are

rejected by the Regional Centre and the rejection status is communicated on the mail ID of the

applicant. The fee of rejected candidates is refunded back online to the account of the applicant

by SRD/IGNOU headquarters. The general instructions, FAQs and User Manual for applicants

are provided on the online admission link.

The RCs must ensure that the LSC list provided to the OAS is correct and all details pertaining to LSC,

i.e., LSC code and programmes activated therein. For this RC needs to ensure constant updating of its

LSC database, to enable access to correct information to the applicants and all stakeholders. The RC may

consider activation of limited number of LSCs in the region for a particular academic programme, if

enrolment in that academic programme is low. As far as possible only one LSC may be activated for a

particular programme in the same city.

Further, the RC should also prescribe the number of learners to be put in a batch for organizing theory

and practical counselling sessions at the LSC on the basis of pattern/ frequency of attendance of learners

and as per prescribed norms of the university.

45

After completion of the admission process, programme wise lists of learners are generated online and

made accessible to the respective RCs for preparation of the Scholar Register. The original application

and registration forms of the past years (pre-online admission phase) are kept in the record room of the

RC.

2.3.10 Database management

As discussed in the section 2.11 above, the RC maintains the database and physical records of

admissions for every cycle in a systematic manner. This includes admission forms (pre-online phase),

Pre-registration forms (pre-online phase), inter-region transfer documents, course change forms,

applications regarding name/surname correction, change of address, change of LSC, issue of bona-fide

or registration certificate, records pertaining to scholarship applications, fee reimbursement, fee refund,

migration certificates. RC also maintains database of assignment awards of learners which is a crucial

and time bound activity to facilitate timely completion of the programme of study by the learner. Apart

from learner records the RC maintains database pertaining to LSC operations, which facilitates effective

financial and administrative management and control of LSCs.

The University has made efforts to computerize all its activities and makes extensive use of computer

hardware and software. More than 2500 computers of different configuration are in place at the campus

of IGNOU HQ, RCs, Tele Learning Centres and LSCs. A campus wide LAN at the HQ connects all

Schools of Studies and the Service Divisions with resources like Internet, e-mailing, applied services and

web servers. Similarly, every RC is networked with LAN.

Data receipt and transmission

The RC receives various software packages from the Student Registration Division (SRD), Student

Evaluation Division (SED) and the Computer Division pertaining to: Learner Management System;

Handling of Assignment, Project, Practicum and Internship Grades/ Marks;

Accounts, Management of Accounts.

2.3.11 Addressing Induction Meetings

After the completion of the admission process, IGNOU organizes induction meeting for the newly

enrolled learners at the commencement of each academic session. Such meetings are analogous to

Fresher’s Welcome in the conventional system. However, such a meeting has an additional objective. It

is aimed at inducting the learners into the basic tenets of open and distance learning. It is organized in a

three there-fold manner as presented in Fig 2.3 below:

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Fig- 2.3 Modes of Induction Meeting

Teleconferencing Mode

For this mode, the RC informs the learners to assemble at the RCs or at LSCs which have the Direct

Receiving System and /or Satellite Interactive Terminals. The first session is addressed from the studio

of EMPC, IGNOU directly by the Vice chancellor, Pro Vice Chancellor, Director RSD, Registrar SRD,

Registrar SED and Registrar MPDD. They handle the general issues related to studies in IGNOU.

Thereafter, the Directors of the School and faculty members talk to the learners about the programme

specific areas. Every session has provision for interactivity at the places, from where the programme can

be viewed. During such programmes, the officials of the RCs and LSCs are required to be present to

provide necessary support and guidance to the learners.

Interactive Radio Counselling Mode

IGNOU organizes interactive radio counselling (IRC) on various topics every Sunday from the EMPC

Studio as well as from stations of AIR. The first Sunday of January and July are normally earmarked for

the induction programme. Normally, the RD and an ARD act as experts for such a programme through

the radio talk which is handled in a conversational mode. The learners are inducted into the open and

distance learning system by way of listening to the programme. While listening to the programme, the

learners can ask questions by dialing the EMPC/AIR Studio telephone number. Their queries are

responded to by the experts in the Studio.

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Face-to Face Mode

Induction programmes are also organized face-to–face at the LSCs. RD/DD or one of the ARDs visit the

LSC and participate in the induction programme. The structure of the induction programme can be:

Welcome address by the Coordinator/PIC;

Induction address by the RD/DD/ARD;

Brief addresses by the Academic Counsellors of different disciplines through which the

programme specific issues are to be highlighted;

Introduction of the members of part time staff of LSC by the Coordinators/PIC;

Interaction with learners;

Presidential address by the head of the host institution or any dignitary who should

preferably be an academician of repute;

Vote of thanks by the Assistant. Coordinator or a senior Academic Counsellor.

Note:

a. For programmes having practical significant practical components a complete session has to be

devoted towards explanation of the practical requirements.

b. In order to meet the expenses of an induction programme, LSC may spend certain amount as

per IGNOU norms for every freshly enrolled learner in advance.

c. The Coordinator should also arrange the visit of the learners to library, classroom, laboratory

and other important facilities available at LSC in particular and host institution in general. If

possible ACs may also arrange a meeting with the learners of their concerned courses in a group or

individually.

2.3.12 Conduct and monitoring of academic activities of LSCs

In a vast, complex and stratified system, there is need of a systematic monitoring mechanism. Constant

and extensive monitoring is also necessary, in view of the inbuilt flexibility of the system, part-time

nature of the job of all LSC functionaries, and the need to ensure effective support services to the

learners. It is required to check and supervise activities in progress and to ensure that they are on-course

and on-schedule in meeting the objectives and targets. It is also required to provide feedback to the

university so that the working is reviewed and geared up afresh if required. In this section we will

discuss the various mechanisms for monitoring academic activities by the RC.

Academic support is provided to the learners at the LSCs through academic counselling and assignment

activity. Hence the RC needs to put in place a robust mechanism for monitoring the provision for and

conduct of such support services at the LSCs. The strategies which are in practice at the RCs to monitor

the effective delivery of academic support are described below.

48

(i) Monitoring of Pre-admission counselling, Registration and Re-registration during Visit to

LSC

The academics at the RC monitor the academic activities of LSC and provide necessary input to the

functionaries for improvement in the learner support services- academic and administrative. The

academic visiting the LSC has to ensure the provision of following facilities and support services as

described in Box 2.1 below:

Box-2.1

Activities to be Monitored by RC for Pre- Admission and Registration

Pre-a

dm

issi

on

cou

nse

llin

g

LSC equipped to provide: requisite details to prospective learners to resolve their

queries through face to face (F2F) enquiries and also through RC website,

details about teaching learning methodologies, face to face interaction; use of

electronic support (audio/video/radio/television/computer mediated online) to

facilitate learning process;

Concept and philosophy of ODL regarding the inbuilt flexibility of the university

especially in terms of place, pace and duration of the programme for the adult

learners;

Learner enquiries (in person, through telephone, and email) being

responded/attended to in a proper and timely manner;

49

Ad

mis

sion

an

d r

egis

tra

tion

Providing guidelines to learners about choosing combination of courses and also

the course weightage, mainly for BDP learners;

Details of the LSC, which are the institutions, when do they function etc;

The time period for confirmation of admission /re-registration;

Expected date within which the learner is likely to receive confirmation of

admission;

Allocation of learners to various LSCs, commencement of the counselling

schedule both theory and practicals;

Arranging Induction Programmes/Meetings for the newly admitted learners and

orientation programme(s) for the counsellors, functionaries of the RC/LSC to

acquaint them with the system of distance education;

Attending to the learner enquiries (in person, through telephone, and email) in a

proper and timely manner;

Ensuring that admission and re-registration activities are done as per the

schedule, eligibility criteria, guidelines and procedures of the university;

Maintaining learner record, effecting changes in the addresses, at LSC and RC

and maintaining proper follow up.

(ii)UGC ODL Regulations June 2017 has mandated that the academic counsellors in ODL must conform

to eligibility criteria prescribed under it for Assistant Professor. Hence academics at RC who possess

such qualifications and have completed PGDDE of IGNOU may undertake counselling session and

evaluation work for the courses of their basic discipline.

(iii) Monitoring of academic counselling

All distance learners at some point of time experience problems in managing their own learning

effectively. Provisions of facilities for counselling have been made with a view to supporting, guiding

and facilitating their learning activity. Face –to –face contact session is the only part of the ODL system

that is not pre-packaged and predetermined. It is an opportunity open to learners to engage in a dialogue

with their teachers as well as their peers. In view of this, counselling sessions assume great importance

and merit, careful planning and close and constant monitoring. Learners may be encouraged to attend

the counselling sessions as it has direct impact on their performance in the term end examination.

Experience shows that the interest and motivation of the learners decrease very fast if proper attention is

not paid and facilities are not made available as per the schedule. Coordinators should also be advised to

keep in touch with the counsellors by sending regular reminders of counselling sessions scheduled and

may be inform them over phone, Whatsapp and SMS about the scheduled sessions. For effective

delivery of a programme, a Whatsapp group may be formed for each course, comprising of learners,

counsellors and coordinators in the group.

50

(iv)Monitoring of counselling

The RC can monitor counselling activities in the following ways given in Box 2.2:

Box-2.2

Monitoring Activities by RCs and Headquarters

Set up a Monitoring Cell at the RC consisting of academic staff;

Advise Coordinators on proper organization of counselling sessions at the LSC as per

guidelines given in UGC ODL Regulations (2017);

LSC must prepare counselling schedules and get them approved by the RC well before

the induction meeting;

RC must not allow the LSC to organize counselling until the schedule is approved by

RC;

Counselling schedules (Annexure-2.10) to be examined in the light of actual material

dispatch position and the Coordinators may be advised accordingly;

Regional Director/ Assistant Regional Directors may visit the LSC on counselling days,

observe the conduct of counselling session, and meet the academic counsellors and

learners also;

Obtain report on Counselling Sessions from the respective academic counsellors,

through Coordinators;

Obtain occasional feedback from learners;

Obtain monthly report of programme –wise counselling in the prescribed format from

the Coordinators (Annexure-2.11); Send the programme wise consolidated counselling feedback report of all LSCs in the

region in the prescribed format to RSD every month (Annexure-2.12); RD, DD and ARD should undertake surprise visits to the LSCs for monitoring of theory

and practical counselling activities and prepare report of the visit in the prescribed

format (Annexure-2.13); The Coordinators may be advised to regularly monitor the counselling activity at the

LSC through sit-in, and informal chats with counsellors / learners. Reports may be

obtained from the Coordinators;

The Regional Director may take necessary follow- up action on the issues emerging

from the overall monitoring activity at the levels of the LSC as well as the RC on the

following aspects: Whether the counselling sessions are planned and held as per the prescribed

norms, guidelines and schedule of the university;

Whether IGNOU approved counsellors are engaged at the LSC;

Knowledge of the system of distance education, knowledge of course material,

assignment contents, use of audio/video to supplement counselling;

Other qualitative skills, including communication, type and level of interaction

51

with the learners etc.;

Continuity, commitment and willingness of the counsellors;

Efficiency of the Coordinators in identifying, proposing/submitting the

proposal for empanelment of Academic Counsellors, as per requirement.

Box-2.3 Activities to be undertaken for monitoring of counselling sessions

For

Counse

llors

His/ her preparedness (including knowledge of course material etc.);

Knowledge of assignment content;

Familiarity with supplementary material;

Knowledge and grasp of the topic;

Communication skills;

Approach to course material;

Attitude towards learners;

Type and level of interaction with learners;

Method adopted for counselling;

Use of audio/ video;

Knowledge (previewing) of audio/ video material;

Ability to train the learners in reading skills;

Use of demonstrative material such as graphs, charts, etc.;

Punctuality.

52

Per

tain

ing t

o l

earn

ers

Whether number present as per norms;

Response /attitude towards counselling;

Status of receipt of course material;

Whether learners have gone through the SLM;

Attitude towards academic counsellor;

Interest in counselling sessions;

Institution’s response towards learners such as access to the library, lab, etc.;

Interest in the session.

Per

tain

ing t

o c

oord

inat

ors

Physical facilities provided by the LSC;

Planning and organization of counselling sessions including meetings of counsellors

preparation and dispatch of counselling schedule etc;

Arrangements for counselling sessions;

His/ her own monitoring of counselling sessions;

Involvement of oriented academic counsellor;

Observance of the guidelines and schedule sent from headquarters;

Timely payment to the academiccounsellors.

(v) Monitoring through e-mode

Efforts should also be made to monitor the learner’s support services through the website, face book

page and blog of RC and LSCs. Therefore, following activities should be ensured:

Regular updating of the website of the university /RC with all the relevant information pertaining

to the learners, particularly about confirmation of their admission, dispatch/distribution of self-learning materials, counselling schedules at the LSC, schedule of examination, declaration of the

results /updating of assignment awards/ practical awards;

53

Uploading on the website, the schedule of Gyan Vani/ Interactive Radio Counselling,

teleconferencing /Gyandhara;

Dispatch of the above information to the learners /Coordinators/PICs and other functionaries;

RC and LSC should post vital information pertaining to learner support activities on the Facebook (FB) page, Blogs of RC as well as LSC;

Queries posted on the FB and Blog should be resolved on priority;

Immediate response is given on the iGRAM and other portals referred to in chapter 6 for

effective learner support;

Periodic SMSs is to be sent to the learners regarding conduct of counselling, practical

examination, submission of re-registration forms and such other related activities to be performed

by them.

(vi) Monitoring of back–up services

Counselling and assignment evaluation are the prime support services provided at LSC. A part from

these the learners get further back- up services in the form of:

Library and Audio- Video facilities

Information services

Every LSC has been provided with a Reference Library and Audio /Video equipment.The reference

books and audio video material supplied by IGNOU from time to time should be recorded in the

accession register. The Coordinator has to ensure their proper utilization by learners and academic

counsellors.

Every LSC acts as an information centre for IGNOU. The RC should ensure, during the visits of the

officials, and even otherwise, that copies of relevant Handbook and Prospectus, information leaflets, sets

of SLM are available with the LSC. The basic information regarding the launch of new academic

programmes, new policy decisions are to be conveyed to the LSC by the RC.

It should also be monitored whether the library of LSC is utilized by IGNOU learners and it remains

open on the scheduled working days and hours.

(vii) Conducting surprise visits to LSCs

The monitoring of provision of support services to the learners at the LSC is one of the very important

activities of the RC and it can be monitored by planning and conducting surprise visits to the LSC. The

policy decisions taken in this regard are as under and surprise checks may be conducted as per below

mentioned guidelines:

Surprise checks are to be conducted at the LSC by RD, DD/ARD based on the schedule of

teaching-learning activities provided by them. If a person, lower than the rank of RD goes for the

surprise check, the matter should be in the knowledge of the RD;

54

The members of staff handling administration and finance at the RC need not go for surprise

checks to the LSC.They should undertake pre-planned visits to LSC for checking the accounts

and taking stock of administrative issues concerning the LSC. Such monitoring visits should be

held at least twice a year for each LSC;

During examination, officers from the RC, not below the rank of ARD/AR may be sent by the

RD for surprise checks;

The form for extraction of reports for monitoring of LSC and monitoring of examination centre

are enclosed as Annexure-2.13 and Annexure-2.14 respectively;

An ARD of a region who is not allotted a particular LSC, in the routine distribution of work at

RC, can be deputed for a surprise check for the said LSC, which might have been allotted to

another colleague.

2.3.13 Monitoring of other academic support mechanisms at RC and LSC

(i) Arrangement of ‘May I Help You’ Counter at RC and LSC

‘May I help you’ counter is the first contact point for the learners at the RC. All the information may be

made available to facilitate the learners. The steps to be taken for such facilitation are as follows:

Establish ‘May I Help you’ counter/cell at the RC;

One ARD should be made incharge of the ‘May I Help you’ counter as per the instruction issued

by the University from time to time;

Leaflets/pamphlets should be developed and placed in sufficient number at the counters for

distribution among the prospective learners and visitors;

Required number of PCs with data entry operators should be placed at the counters.

LAN facilities should also be made available;

Learners’ data on assignments, registration/re-registration may also be made available.

(ii) Placing and Updating Notice Board/ Bulletin Board

Notice board and bulletin board are very useful for prospective learners/visitors and registered learners.

Therefore, RC should ensure the following:

RC should place the Notice Board/ Bulletin Board at least at two prominent places, preferably

one at the May I help you counter;

Every year/cycle information brochures should be developed and placed at the notice board of

RC as well as LSC;

Important circular pertaining to learners such as extension of Registration/re- registration and

submission of examination forms should be displayed on the notice board;

Admission notice and other relevant information pertaining to the visitors in general and learners

in particular should also be placed on the notice board.

55

Similar facilitation mechanism should be followed by the LSC and its functionality may be monitored by

the RC academics physically during LSC visits.

2.3.14 Monitoring of assignments and data entry activity

Assignments constitute an important pedagogic device in the ODL- system. They serve a two-fold

purpose. They are a means for continuous evaluation of the learners and are a source of teaching and

learning through the feedback provided on the evaluated assignments. The latter is of greater importance

in the ODL system, as assignments are a means of two–way communication. As the handling and

evaluation of assignments take place at the LSC, one of the main functions of the Regional Director is to

evolve a mechanism at the RCs for constant and effective monitoring of assignments at the LSC and

their evaluation by counsellors. Process of monitoring of assignments can encompass the activities as

given in Box 2.4.

Box-2.4

Multi-Stage Activities for Monitoring of Assignments

Pre

par

atio

n

Sta

ge(A

t

hqrs

. le

vel)

Preparation of assignments by Schools;

Uploading the same on the University website;

Assignment submission schedule;

Preparation of guidelines for assessment to the evaluators;

Supply of key for the numerical assignments;

Timely access to assignments by learners.

Man

agem

ent

aspec

ts

at

Lea

rner

S

upport

Cen

tres

Submission of completed assignments by the learners at the LSCs as per the

prescribed schedule;

Issue receipts to the learners;

Evaluator wise segregation of assignments;

Dispatch to evaluator;

Receipt from evaluator;

Dispatch of feedback to the learners;

Dispatch of grade/ marks to RC;

Evaluation of assignments and its return to the learners as per the laid down

norms including the time frame;

Dispatch sample assignment responses to headquarters /RCs for monitoring ;

Dispatch of monthly evaluation reports to RCs in the prescribed format

(Annexure 2.15)

56

Aca

dem

ic

Asp

ects

Correctness of grade/ marks;

Appropriateness of tutor comments;

Justification for global comments;

Segregations of 2 percent assignments for monitoring by concerned Schools.

In order to monitor the entire process of assignment evaluation, the Regional Directors should take the

following course of action. There has to be an academic section or Cell at the RC headed by an Assistant

Regional Director and comprising other academic staff. The Cell should keep track of the assignment

process from uploading on website from Headquarters to the receipt of grade list from LSCs.

Assignment Monitoring Activities by RCs

Monitoring of the ‘’Preparation Stage ‘’ can be done through normal communication

channels;

Monitoring of the ‘Management Aspect’ can be done by ensuring that each LSC

maintains a register as per the prescribed format (Annexure -2.16), which can be

checked as and when the RD/DD/ARD visit the LSC;

The Regional Director should ensure that process of evaluation of assignment, from

submission by learner to feed back to learners, is completed within the prescribed time- limit, and also that the grade lists are dispatched to the RC in time;

For this purpose, the Coordinators may be asked to send monthly information to the RC

in the prescribed format;

The procedure for monitoring of the academic aspect can be as follows: Responsibility of monitoring of assignments may be entrusted to the Assistant

Regional Directors at the RC. The RC may take the help of discipline –wise senior counsellors. Check appropriateness of the grades with justifications duly elaborated in terms

of tutor comments to effect improvement in the learning process;

Monitor data entry of the assignments at the RCs for onward transmission to the

headquarters, as per the prescribed schedule of the University;

Timely and correct reflection of the grades received, in the grade cards of the

learners;

The Assistant Regional Director will complete the administrative work and send

necessary feedback, through the Regional Director, to the Coordinator, the

concerned counsellors, to the RSD, SED and the concerned School;

Follow–up: Action points for Regional Director for monitoring of assignments

will be undertaken at the following levels: Coordinators -To emphasize the importance of time management

Advice regarding action on evaluation deficiencies

Empanelment and training of evaluators.

57

2.3.15 Maintenance of learner records

Maintenance of learner records in an Open University is a continuous process. It is important both from

administrative and academic points of view. Properly maintained learners’ records can help the

University in the following ways:

Monitoring the progress of the learner;

Providing efficient services to the learners;

Providing guidance and advice to the learner; and

Reducing the drop –out rate.

RC maintains the database and physical records of admissions for every cycle in a systematic manner.

This includes admission forms (pre-online phase), pre-registration forms (pre-online phase), inter-region

transfer documents, course change forms, applications regarding name/surname correction, change of

address, change of LSC, issue of bonafide or registration certificate, records pertaining to scholarship

applications, fee reimbursement, fee refund, migration certificates etc. The admission and re-registration

data of every admission cycle is normally updated on RC website for the information of learners. The

original documents of admitted learners are verified at RC.

2.3.16 Participation in Interactive Radio Counselling

IGNOU, since its inception has been using effectively, the latest information and communication

technologies for teaching-learning, running its operations and providing learner support services. It has

set up two divisions exclusively for promoting technology mediated teaching and learning, namely the

Electronic Media Production Centre (EMPC) and the Computer Division. One such application of ICT

undertaken by IGNOU for enhancing its outreach to learners across the country particularly in remote

and disadvantaged areas is Interactive Radio Counselling, which is described below:

Interactive Radio Counselling (IRC) is a recent concept in distance learning in India. Live counselling

is provided on radio by invited experts. Learners can ask questions right from their homes over

telephone. These sessions are conducted for an hour on Sundays from radio stations in the country. A

toll-free telephone number has been provided for this purpose from selected cities.

Gyan Vani

The University is the nodal agency for the implementation of the MHRD initiative (launched in

November 2001) for establishing FM stations in cities as a part of the Gyan Vani network, dedicated to

education and development. Its main objective is to bridge the gap between the educationally privileged

and deprived. The broadcasts in English, Hindi and the regional languages / dialects are conducted by

local resource persons.

Gyan Dhara: It is an internet audio counselling service launched recently. Learners can listen to the


telephone, e- mail [email protected] and through chat mode.

2.3.17 Participation in web conferencing

mailto:[email protected]

58

An important ICT enabled intervention for enhancing interaction between the university headquarters

and the RCs is web conferencing. Since the last few years, IGNOU regularly organizes web

conferencing to provide a platform for interaction between IGNOU functionaries stationed at the

headquarters and RC academics on various issues such as:

Status of enrolment: Fresh and RR;

Status of dispatch and receipt of SLMs;

Monitoring of preparation and conduct of TEE activities by SED;

Dissemination of information of new initiatives/drives launched by the university;

Provide opportunity to RCs to deliberate, share and discuss their problems/ difficulties.

Web conferencing is generally convened by the RSD, with technical support for the web link and related

web facility by the Inter University Consortium (IUC) team. The RCs are provided the schedule of web-

conferencing, which is organized at regular intervals during each admission cycle, before the

commencement of TEE and other important occasions. The RD along with the team of academics and

administrative staff participate by interacting as per the sequence as decided by RSD. Sometimes due to

connectivity problems, technical glitches in audio-video quality, the RDs interact through telephone in

that period. The Web conference is chaired by the Vice Chancellor and Director RSD, generally along

with Registrars and Heads of Schools and Divisions concerned, depending on the theme/topic/occasion.

2.3.18 Online Counselling through Gyan Dhara and IRC

Gyan Dhara is an internet based interactive audio counselling / web radio service being offered by

IGNOU for the learners of SOEDS, SOJNMS and SOTHSM from 3-10-2016 on trial basis scheduled on

specific days during 3:30 PM to 5:30 PM (Monday, Wednesday and Friday). Learners can listen to the


telephone, Email: [email protected] and through chat mode. Gyan Dhara can be accessed through

mobile device as well. This Service is being offered in collaboration with i-radio live. As discussed

above in section 2.3.16, learners and general public are able to resolve queries regarding IGNOU and its

activities by participating in the live IRC programmes and the repeat broadcast services.

2.3.19 Support for Special Groups

The Regional Director should evolve an effective mechanism at the RC for providing support to special

need based groups such as the physically challenged and learners belonging to the backward classes.

(i) Helping the physically challenged learners

RC also provides support to the physically challenged learners. The Regional Director can take the

following actions for providing support to such learners in the region:

Generate classified data pertaining to the physically challenged from the computer records;

Identify individual needs of such learners;

Arrange learning material suitable for such persons. For examination, study material in Braille or

blind- friendly audio cassettes can be made available for the visually impaired and similarly, deaf

–friendly video programmes can be made available for the hearing impaired;

http://www.ignouonline.ac.in/gyandhara/

59

Identify counsellors who can provide individualized counselling /tutoring to such learners;

Make special arrangement for the physically challenged during the TEE;

Tap State Government/ voluntary organizations for generating extra funds that may be required

for providing these services.

(ii) SC/ST Learners

The ministry of Welfare, Govt. of India, by their letter No: 11017/03/87-SC CELL dated 5 October 1989

has ordered reimbursement of fee to SC/ST learners pursuing correspondence courses. It is the

responsibility of the RCs to help SC/ST learners in getting reimbursement of fees from the respective

State Governments. The following procedure has been laid down for this:

Send SMS to the SC/ST learners to apply online at the respective state government portal for the

reimbursement of fees;

Get the form verified and authenticated by the Regional Director;

Submit the form to the office of the district social welfare department;

As per recent circular issued by Planning and Division, IGNOU Headquarters New Delhi the

admission fees for the learners of BA, BCOM. BTS, BSW, BSC and BCA are exempted;

The off line scholarship may be forwarded to the respective department in time

2.3.20 Web based learner support services

IGNOU facilitate its learners by providing effective support services. For this purpose a web page,

student zone has been exclusively dedicated for the learners on the link:

http://www.ignou.ac.in/ignou/studentzone. This page has all important link for online admission, re-

registration, library, registration details, old question papers, assignments, results, virtual campus, forms,

information etc. Learners can easily browse the web page and can have access to all the vital

information. The screen shot of the same is given in fig 2.4.

Fig 2.4 Web Based Learner Support Services

http://www.ignou.ac.in/ignou/studentzone

60

2.3.21 Addressing learners’ queries and grievances

RC is the focal point of enquiries pertaining to academic programmes of IGNOU and its activities. The

enquiries come from prospective learners, enrolled learners and general public. The enquiry services are

as under:

Fig 2.5 : Types of Enquiry Services at RC

For speedy and satisfactory disposal of enquires, informative material can be developed at the RC

besides the usual guides and brochures of IGNOU. The material developed should be brief, pointed and

absolutely relevant. Besides, some charts can be prepared and displayed permanently at the reception for

the benefit of those who visit the RC personally.The aspect has also been dealt with in chapter 6.

2.4 Conduct of examinations-theory, practical and viva voce

IGNOU the People’s University, but people’s acceptance of the acquired degrees depends on the

standards used for evaluation. These standards have to be maintained by the RCs which comprise the

vital middle rung of service providers and work in close coordination with Student Evaluation Division

(SED), which is the nodal agency for evaluation of learner performance. SED conducts and coordinates

all the activities pertaining to evaluation of learners performance which include, conduct of Term End

Examination both theory and practical, updating of assignments records, evaluation of answer scripts,

projects and internship reports, generation of grade cards and conduct of convocation etc. The role of

RCs and activities undertaken at the RCs in this context are described below.

2.4.1 Role of RC in conducting term end examinations

The RC first checks with all proposed TEE Centres regarding the stock of Main and Supplementary

Answer Books and informs SED.

Consent of the Examination Centres is to be obtained by the RC in the prescribed format Proforma-II,

Annexure 2.17. It then identifies and recommends TEE Centres, mentioning the name of the Custodian

of the confidential packets. The TEE Centre must mention its requirement of Main and Supplementary

Answer Books.

At least one Examination Centre must be identified in each District of the jurisdiction. Examinee data of

the previous examination will give an idea of the seating capacity required for the forthcoming

examination. In case an adverse report has come about an Examination Centre, it should be investigated

by the RC on priority. If findings are correct, it is not advisable to recommend it for future TEE.

61

The combined list of identified Examination Centres in the region will be sent to SED in the format

Proforma-I, Annexure 2.18. If seating at the LSC is inadequate, RC may identify Government Schools

and or Government Colleges, for the balance seating requirement. They will however be unfamiliar with

the university examination procedures and documentation. Hence, some RC staff must be there on the

first few days to assist them and orient them in the TEE procedures.

Learners who require a writer/scribe on grounds of their medical condition must show the medical

certificate to the Examination Superintendent. The learner can bring a scribe on his/ her own, else, the

Examination Superintendent will arrange for one. Such learners are to be given extra time in the

Examination. As per IGNOU norms, the permissible extra time is at the rate of 20 minutes extra for

every hour duration of the Examination. i.e., if the examination is of 2 hours duration, the learner will

get 40 minutes extra time. RC must also instruct its Examination Centres that learners with locomotor

disability are to be provided seating on the ground floor only.

It may be noted that the RC is solely responsible for the smooth conduct of the Examination. SED will

send confidential packets only because the RC has identified examination centres. SED will dispatch the

Examination Stationery, Main and Supplementary Answer Books to the Examination Centre in advance.

RC is advised to also keep some Answer Books in its custody in case of urgent requirement at any

Examination Centre.

Ensuring availability of CCTV Camera and Bio Matric Signature facilities are now mandatory as per

UGC ODL Rgulations (2017). Also videography of the conduct of examinations is mandatory hereafter,

and records have to be maintained upto 10 years.

2.4.2 Deputing observers for supervision of examinations

Regional Director appoints observers to supervise the conduct of the TEE. This is particularly so in case

of Examination Centres that are identified but with an element of doubt. Retired College teachers or

Principals, or serving Teachers from other institutes in the same town/city, can be appointed as

observers. They are to be paid honorarium as per IGNOU norms. Observers are to be issued

appointment letters to this effect, indicating date, time and venue of examination. One copy of this, with

their contact details, must be sent to SED. Observers must physically observe opening of the confidential

packets, the invigilation, unfair means if any, and sealing of the answer books at the end of the

examination. Each examination visit must be reported by the observer on the designated Visit Report

format, Annexure 2.19 and submitted along with the bill to the RC which will then process it for

payment, Annexure 2.20. One observer may be given not more than 5-6 days of duty on random basis

spreading over the period of examination. Observers are identified and deputed for supervision of TEE

as described above in all RCs except RCs Delhi-1, Delhi-2 and Delhi-3, where the observers are deputed

by SED. It may be ensured that no observer is appointed who is beyond 70 years of age.

2.4.3 TEPE: Norms, procedures, identification of examination centres and evaluators

TEPE is conducted for programmes with a practical component, such as CIT, BCA, MCA and MSC

MACS. The confidential papers for these come from SED and as Theory TEE, the Practical TEE is on

uniform date and time in the country.

62

LSCs are occupied with conduct of TEE for Theory Examinations for the entire months of June and

December. Thus Term-End Practical Examination for CIT/BCA/MCA of June session is held in July,

while that of December session is held in January. Term-End Practical Examination of MSCMACS is

held in March and September.

The learner has to fill in the TEE form for Practical Examination too. Hall tickets however will be issued

only to those who have the requisite attendance during the practical counselling sessions. The procedures

are as follows:

1. Learner will fill in the Practical Course details in the TEE form;

2. RC will obtain the Course-wise attendance of learners from the LSC;

3. Learners of CIT and BCA must have minimum 75% attendance in Practical sessions, while those

of MCA Courses must have a minimum of 70% attendance;

4. SED will inform RCs of the learners who have filled in the form and paid the examination fee;

5. RC will match these learner details with the Course-wise attendance received from LSCs;

6. Hall tickets will be generated at RC for all those learners who filled in the form and have the

attendance;

7. Some would have filled in the form but would not show in the current attendance status since

they are from previous sessions. RC will ask such learners for any one of the following:

Attendance proof from the LSC, or

Previous Term End Practical Examination Hall ticket, or

Grade Card copy showing “Not Completed”.

There could also be learners whose attendance is received but who did not fill in the TEE form.

Such cases must be issued a hall ticket but with a written instruction to submit Examination fee to the

Examination Superintendent, prior to the examination.The Examination Superintendent will send

original award lists of the Term-End Practical Examinations in one lot, along with any Examination fee,

to the RC.

RC will enter and upload the data, and also send one hard copy of the award list to SED. The link for this

is kept open only for a specified period; hence data must be entered in time for the month and year of

that session.

RC will identify Examination Centres based on the availability of specified hardware, software and

Evaluators, which has to be confirmed in writing by the Examination Centre. The TEPE is conducted in

two sessions or four batches each day. Details are to be filled in by the RC in Format ‘C’, to indicate the

number of confidential packets. Depending on the number of computers available, and the number of

eligible learners at each LSC, Hall Tickets indicating Batch and Session are to be issued. Learners

should be allotted batches from Batch 1; only when that is full, the remaining should go to Batches 2, or

3 or 4. Under no circumstances should previous batch number be left blank. In case the Computer Lab is

available only for Session 2, this should be informed to SED in writing.While allotting batches to

learners, then the entire Session 1 may be shown as “zero” requirement. The Evaluators for the exam

should be approved Academic Counsellors.

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In order to maintain neutrality in the examination, learners may be shifted for the examination to a LSC

other than where they attended practical counselling, but in the same town/city. Each LSC need not be

identified as Examination Centre for TEPE. Learners of nearby LSC can be clubbed and allotted to one

Examination Centre.

All other programmes with practical component, such as CPLT, BSC, MSCDFSM will have guided

laboratory sessions at a stretch followed by conduct of unguided session on the last day. These are not

scheduled along with TE-Practical Examination, since they can be conducted at any time of the year

depending on the convenience of the LSC and number of learners.

Advance money for TEE and TEPE, with payment norms, is sent by SED to the Examination Centres.

This must be adjusted by the Examination Centre within 15 days of conclusion of the Examination. RC

must ensure this is done failing which no advance is given to the Examination Centre for the next

TEE/TEPE.

2.4.4 Evaluation of project synopsis and project reports

Some of the IGNOU programmes contain a Project component requiring the learner to submit a Project

Report after completion of the Project course as prescribed in the programme curriculum.

(i) Submission of Project Synopsis

The Project Report is to be submitted by the learner only after he has fulfilled the pre-requisite criteria.

E.g. MS-100 can be opted only after he has registered for Courses MS-01 to MS-11, and MS-95. The

Project in BCA, MCA or MSCDFSM is done only in the final semester/2nd

year. The Synopsis has to be

approved first, followed by the Project Report, both to be submitted within scheduled time frame.

Courses AMT/AHE of BDP also have Project Work but Synopsis need not be submitted. RC has no role

in Project Work of MP, DNHE, DECE, AMT/AHE of BDP and this may be informed all the learners.

Project Synopsis for MBA or MBA (Banking and Finance) has to be submitted to Project Coordinator,

School of Management Studies, IGNOU, Maidan Garhi, New Delhi 110 068. Learners can follow up

with [email protected]. When approved, the Project Report will be submitted to Asst. Registrar,

Project Section, SED, IGNOU, New Delhi 110 068.

Project Synopsis of BCA, MCA, MA Education, PGDET, and PGDFSQM are to be submitted by the

learners to the RC.The dates are from April to June; or, October to December for respective TEE.

(ii) Handling of BCA/MCA Project Synopsis

RC receives the Project Synopsis and immediately allots a 10-digit PR number to each.

Procedure to be followed for allotment of BCA/MCA project Synopsis is as follows:

First digit: Prog. Code, i.e. ‘B’ or ‘M’

Second and Third digits: RC code


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Fourth digit: F (1st session i.e. January session) or S (2

nd session, i.e. July)

Fifth and sixth digits: Year (e.g. 17 for year 2017)

Seventh, eighth and ninth digits: 00

Tenth digit ; 1 (to start with Projects in serial number)

PR numbers, like enrolment numbers are unique to the learner and at a glance inform the program code

and session of submission.

MA Education PR numbers will be given as: MA- RC Code-000-1

PGDET: DT-RC Code-000-1

PGDEMA: DM-RC Code-000-1

(iii) Creating a pool of approved evaluators

RC must generate a panel of approved Evaluators. All Project Synopsis will be sent for approval to any

one of these Evaluators. The decision of the Evaluator, either “Approved” or “Not approved” will be

communicated by the RC to the learner. If “Not approved”, the Evaluator will mention the reasons.

Based on the comments, the learner will submit the modified or fresh synopsis in the next cycle.

It is important to note that:

A learner cannot submit the Synopsis twice in the same cycle. An Evaluator may not be given more than 20 PRs.

(iv) Submission of Project Reports

PRs of the aforementioned programmes are to be submitted at the RC only. A Project Synopsis once

approved, will be submitted as Project Report within the stipulated period.

Necessary instructions and documents to be enclosed in the Project Report are as mentioned in the

Project Guide. Dates are as follows:

For PRs submitted from January to March ---- viva voce will be conducted in July

For PRs submitted from July to December --- viva voce will be conducted in January

(v) Checklist for scrutiny and processing of project reports

RC will receive the PRs either by post or by hand as per scheduled dates and check to see the following

enclosures:

The PR is on A4-sized paper, in original and bound form;

Approved Synopsis in original;

Certificate of originality, signed by learner and Guide;

Title on Project Report should be same as on the approved Synopsis;

Signature of Guide on Report should be same as on approved Synopsis;

Title of two or more PRs is not identical, as combined PRs are not allowed.

(vi) Appointment of Evaluators

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RC will obtain bio-data of Faculty at its LSCs/other intuitions and send them to the SOCIS for approval

as Evaluators. Faculty members with 5 years teach experience in the Dept of Computer Science of an

affiliated College; or, PhD with 5 years teaching/research experience. The same Evaluator will be

common for the Synopsis, Project Report and conduct of viva-voce.

(vii) Conduct of Viva-Voce

Letters by registered post and SMS are to be sent by the RC to the learners informing them of the date of

Viva-Voce. Learners must carry their laptop computers to demonstrate their work to the Evaluator.

Conduct of the Viva-Voce is to be only at the RC and preferably on a Sunday as it is uniformly

convenient to the RC, Evaluators and Learners. A learner who could not attend the Viva-Voce will be

called for it in the next cycle. Any learner who does not get passing marks in the Viva-Voce will have to

face it again in the next session. A learner with less than passing marks in the Report, will submit a fresh

Synopsis in the next session on payment of prorate fees.

One of the academic staff of the RC must participate in the conduct of the viva voce for monitoring of

the quality.

(viii) Forwarding of the award lists

The PR award lists will be signed by the Evaluator and counters-signed by the Regional Director. The

awards are to be entered and submitted online, followed by hard copy of the award lists to Asst. Registrar, Project Section, SED, IGNOU, New Delhi 110 068.

(ix) Processing of bills

RC will process the bills of the Synopsis and Project Report. The following table shows the current

payment norms (to be revised time to time).

Table 2.1: Rates for Supervision, Evaluation and Viva-Voce of Project Reports

S.No. Number of

credits

Revised Rates with effect from TEE June, 2016

Supervision (Rs) Evaluation (Rs) Viva-voce (Rs)

1 2/3 100/- 150/- Nil

2 4 200/- 250/- 300/-

3 6 250/- 300/- 300/-

4 8 400/- 500/- Nil

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5 12 400/- 500/- 300/-

6 16 400/- 500/- 300/-

1. Conveyance/Postage/Other contingencies extra as per actual. 2. Conveyance will be paid strictly in accordance with the University rules. 3. The revised rates are effective from the Term-end Examination June 2016. 4. The above rates are approved by the BOM in its 124

th meeting held on 23.01.2016.

(x) Disposal of Evaluated PRs

Evaluated Project Reports may be retained in the RC for up to two sessions. Subsequently, a local

Committee has to be constituted by the Regional Director, including at least one LSC Coordinator. Quotations may be invited for shredding. The Committee may see this and recommend the most

lucrative quotation. The RC should then organize this activity and ensure that the shredding is done

within its premises.The scrap after shredding may then be sold by weight, as is done for old newspapers

in the office.

(xi) Conduct of ECP/Workshop/Internship

The Extended Contact Programme (ECP) is a core component of PGDSLM and PGDHE, with duration

of 04 days and 10 days respectively. RC will invite Resource Persons from the field of higher education

and school management/school administration, to take sessions during the ECP. A detailed programme

schedule will be drawn up and one of the Academics from the RC will be nominated as Course Director. Attendance on all the sessions on all the days is mandatory for the learners. An award list will be

prepared at the end of the ECP, signed by the Course Director and counter-signed by the Regional

Director.

Another programme with intensive Workshop and Internship components is the Bachelor of Education

(B.Ed.) programme. Workshop and Internship are integral parts of the revised BED curriculum. The

details for conduct and organization of these components are discussed below:

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BED learners are required to carry out Internship of 12 weeks in the 1st year and 04 weeks in the

2nd

year of the programme. They are eligible to do the 12-day workshop, in each year, only if

the Internship is completed;

BED Workshop is conducted in the 1st and 2

nd years of study and is of 12 days duration;

Principals/Teachers from Colleges of Education/PICs from other B.Ed. LSCs can be invited as

Resource Persons for the Workshop;

A learner cannot attend 2nd

year Workshop without attending the first one; and both Workshops

cannot be attended in the same year;

The RC will approve the Workshop schedule and the BED PSC can then inform it to the learners

and Resource Persons. The Programme I/C can submit the budget for conduct of the Workshop

and as per norms the RC can release 90% of the amount as advance.

(xii) Policy Guidelines for PRs Across programmes including “Re-admission”

Apart from BCA and MCA, other programmes also have Project Work, such as DNHE, DCE, CAHT,

BDP etc. The guidelines for these are mentioned in the Programme Guide prepared by the School

concerned. These Project Reports are submitted by the learner to SED, IGNOU, New Delhi. Learners

may be advised to keep one copy of the Report and postage receipt for record, if follow-up is

required.ternship and fieldwork are taken. RC may refer respective Programme Guide to support these acivities.

(xiii) Modalities for Re-submission of Project

There could be some who have completed all other Courses but not the Project Work and their

admission has lapsed. If learners are within the duration for re-admission, they may be advised to take

Re-admission by paying pro-rata fee for only the Project Work Course Code. If the Synopsis was

approved but Report not submitted, they are required to prepare a fresh Synopsis.

2.5 Need for capacity building of staff

Different categories of staff are engaged at the RC, such as:

Newly recruited Academics posted at the RC without orientation and training in ODL and training to

them is mainly imparted by the senior academics in the RC;

The academics already working in IGNOU and transferred from other region are also made familiar

with geo-physical conditions of the RC;

On the job training is provided to newly recruited/ promoted/ upgraded administrative staff.

Training is essential for functionaries of LSCs such as Coordinator, Assistant Coordinator, Academic

Counsellors and supporting administrative staff.

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2.5.1 Training of RC staff

The training and capacity building programmes organized by the University for different categories

of staff at the RC is depicted in Figure 2.6.

Fig-2.6 Training Module for RC Staff

i.Orientation of Regional Director: Appointment to the post of Regional Director (RD) is through

direct recruitment/promotion process and sometimes candidates not having exposure to ODL are

also appointed as RD. They are provided on the job training by exposing them to the working of

different Divisions and Schools at the IGNOU Headquarters. However actual training starts once

they join the RC and get on the job training in academic, administrative and financial

management of RC and its varied activities.

ii.Assistant Regional Directors: Newly recruited Assistant Regional Directors are provided on the

job training at the RC by the senior academics, mainly by the Regional Director/Deputy

Directors, who familiarizes them with the ODL system and its operational aspects.

iii.Assistant Registrar: There are two methods for appointment of Assistant Registrar, i.e., direct or

through promotion. Even those who are promoted to the post of Assistant Registrar come from

two cadres, i.e., administrative cadre and personal secretary cadre. The latter have limited

exposure to the administrative activities performed at the RC and require intensive training. All

the cadres are provided on the job training.

iv.Other Administrative Staff: Other administrative staff is also posted at the RC and they have to

perform multifarious activities as mentioned in Chapter 1 and 3. Majority of them are promoted

to various posts following the university internal promotion system. However, JATs, SPA, and

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Assistant and Executive Assistant (Data Processing) are directly appointed. They are also

provided on the job training at the RC in the related field by the senior academic and

administrative staff.

2.5.2 Training of part time staff at LSCs

Like RCs, the University engages the part time academic staff and non academic staff at LSC. They are

also provided training which includes, on the job training by the academics of RC, by conducting

orientation programmes, where ACs from host RC and adjoining RC are invited to participate and

Coordinator Meetings for sharing experiences and good practices.

2.5.3Training of part time academic staff

Training and orientation is organized at the RC for the Coordinator, Assistant Coordinators of the newly

established LSC. Training content comprises of mainly:

ODL methodology and role and responsibility assigned;

Various operational aspects to ensure effective delivery of academic programmes;

For effective management of LSC, academic staffs of RC visit the LSC and provides on the job

orientation cum training;

University organizes Zonal and National Level Coordinator meetings to provide opportunity for

the Coordinators to understand the university’s national level policies and interact with the fellow

Coordinators of other RCs.

2.5.4 Training of part time administrative staff

Academic staff of LSC is supported by the part time administrative staff that is provided on job training

by the coordinators and Assistant Coordinators from time to time. The academics of RC also visit LSC

for various purposes which include monitoring of LSC activities. During their visit to LSC, thorough

training is provided to the administrative staff that deals with the academic and administrative support

services and also manages the finance of the LSC. They are also invited to RC for training and

orientation particular when a new LSC is established.

2.5.5 Orientation of academic counsellors

University generally organizes two types of Orientation Programmes(OP) for Academic Counsellors- i)

Discipline based OP and ii) OP on ODL. Sometimes these programmes are also organized at the national

level. OPs on ODL are organized by STRIDE. Discipline related OPs are organized to deliberate on

discipline related issues and RC academics deal with ODL methodology and approaches. These

programmes are organized for newly launched programme as well as for the newly appointed ACs of old

programme(s). These programmes are generally two days duration and organized at a RC, where ACs of

respective zones are invited. Orientation programme provide comprehensive view of a particular

programme and how to deliver the programme at the LSC level.Organization of discipline related OP is

a regular feature in the university and also well received by the ACs. The academics of RC are the

resource persons for the general topics whereas all discipline related topics are covered by the Resource

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Persons of concerned School. Topics to be covered by the RC in the orientation programme are

presented in the following table:

Box 2.5 General topics to be covered by RC in Orientation Programme

Concept of Open and Distance Education: History, Evolution and Genesis of Open and

Distance Education, comparison of ODL and Conventional mode of learning, role of TC

and LSCs, credit system and terminology used in OD;

Concept of Academic Counselling: Modalities of Academic Counselling, Difference

between Teaching and Counselling, Methods, types of academic Counselling;

Evaluation of Assignments: Assessment and Evaluation of assignment, Types of

assessment-concept of self-assessment, continuous assessment and external assessment,

Concept of Grading system, conversion of grade points into letter grades with

corresponding percentage, concept of comments–Global and marginal comments, Positive

and negative comments, Concept of online evaluation by using latest Information and

communication Technologies etc.; Term End Examination : Pre examination activities; concept of online filling the

examination forms, the last dates of filling examination forms with or without late fee,

The concept of Term end Examination, Modalities of Term End Examination;

Post examination activities: concept of Regional Evaluation Centres, Modalities of

early declaration of the result, Re-evaluation, photo copy of answer scripts etc;

Academic programmes and Use of ICT: The modalities of Academic programme

through open and distance learning and proper use of information and communication

technology.

In order to organize the orientation programmes, RC has to take certain initiatives which are presented

in the following table:

Planning of the Orientation Programme: May be planned preferably on Saturday and Sunday or

on holiday to ensure maximum participation of Academic Counsellors;

Coordinators may be advised to forward the name of the approved AC for OP;

Preparation of the Budget for Orientation Programme;

Seek budgetary approval from the Director RSD;

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Liasing with the Director of the School concerned for nomination of resource persons;

Preparation of the schedule of the Orientation Programme;

Identification of the venue for the Orientation Programme, in case the RC does not have sufficient

space for accommodation of large number of Counsellors/participants;

Preparation of the Participant Kit, containing file, folder, pen, travelling allowance bill/Conveyance

bill and other important documents, which are essential;

Boarding and lodging arrangement for the ACs and resource persons;

Obtaining the attendance of the participants as per the attendance sheet format at Annexure 2.21;

To issue certificate of participation to all participants, in the format at Annexure 2.22;

Obtaining the Feedback from the participants, in a suggested format at Annexure 2.23.

2.6 Identification and development of region specific need based programmes

By prescription, Academics, both at Schools and RC, are to be involved both in development and

delivery of the academic programmes. But by practice, the Academics at RC are predominantly involved

in organizing and implementing the academic programmes developed by Schools and launched at the

national level. However, RC academics can play an important role in identifying, developing and

implementing such academic programmes as may be required and feasible in the region. For this purpose

the Regional Director will keep constant touch with various academic and research institutions, other

organizations, leading individuals in various walks of life, and the State Government. On receipt of a

proposal for a region specific programme, following procedure may be adopted by the Regional

Director, as described in Box 2.6 below:

Box-2.6

Activities for identification and Development of Region Specific Programmes

The proposal may be initially examined by the Regional Director and other academic

staff of the RC from the viewpoints of feasibility, need, enrolment potential, financial

implications and all other aspects of implementation;

The proposal in the preliminary form can be forwarded to the headquarters for

obtaining approval of the VC for working out concrete details of the proposal;

A meeting can be held at the RC with the concerned institution/ agency/ individuals. Available experts in the area may also be invited at this meeting. The

proposal can be given a final shape and financial estimates, of recurring and non- recurring expenditure involved may be prepared;

The Regional Director will then discuss the proposal with the State Government;

If the State Government shows interest in the proposal and is ready to meet the entire

expenditure, the Regional Director will forward the proposal to the headquarters for

clearance and other necessary action;

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If any agency, other than the State government comes forward to meet the entire cost

of the new programme, the terms can be worked out and the proposal can be

examined at the headquarters;

The academic staff of the RC can be involved in course- writing subject to the

approval of the concerned School.

2.7 Conducting short term need based non-credit skill development courses/programmes

Short term need based non-credit courses/ programmes are also conducted by the RC. Although IGNOU

has also developed Certificate in Computer Literacy (CLP) which is a non-credit course for one month.

Initially CLP was offered in the RCs of North- East through Computer Information Centre (CIC)

developed by Ministry of Electronics and State Government. Later on this programme was also offered

in other parts of the country.Therefore, on the similar lines RC can also suggest need based non-credit

skill development courses and programmes. The activities to be undertaken by RC for conducting such

types of programmes are given in the Box 2.7 below:

Box-2.7

Activity for conduct of short term need based non credit skill development

courses/programmes

Identify the agency/institution(s) for collaboration;

Prepare a detailed MOU/MOC on mutually agreed terms and conditions;

Prepare a detailed proposal incorporating academic and financial components;

Involve experts for developing and vetting the locally available study material;

Seek permission for printing of SLM locally/or adopt course material of local institution;

Forward proposal to RSD for vetting and approval;

Prepare a detailed schedule for completion of programme;

Develop certificate and send the same to RSD for approval.

2.8 Organization of seminars/workshops/conferences

RC may organize conferences, seminars or workshops for promoting and further strengthening the

distance education system, and also for obtaining greater involvement of the academic community of the

region in the Open University concept and related work. Such seminars can be organized on present

developments and future possibilities in open and distance education in regional, national or global

context as well as on specific programmes/ courses of IGNOU. These can be organized by the RC alone

73

or in collaboration with other institutions/ financial estimates of such activities are to be sent to RSD

HQs for prior approval.

2.9 Translation of course materials into regional languages

In general, there exists a persistent demand for translation of IGNOU course materials into the regional

languages. This activity need not be taken up if there is a State Open University and it offers the

Programme concerned in the regional language. However, if such a provision is not there and the RD

feels that there is possibility of substantial growth of enrolment then they said activity may be taken up.

RD must communicate to the RSD HQ about this felt need and obtain the approval for undertaking the

work.

After obtaining the academic approval RD must work out the financial requirement on the basis of the

norms which are revised from time to time comprising the three components of translation, vetting and

editing.The amount payable for preparing the Camera Ready Copy (CRC) of the printed material is also

fixed by the University which is revised from time to time (It is inclusive of all aspects of Printing, like

word processing, page making, proof reading, art- work, etc.)

In case any translation work is taken up by the RC, its task is restricted up to preparation of the CRC.

The printing is done at the MPDD, HQs. In this connection Regional Directors may undertake activities

as described in Box 2.8:

Box-2.8

Activity involved in Translation of SLMs (Print)

Regional Director will identify within the region suitable and competent persons who

could translate the course material into the regional language;

Regional Director will have the translated course material edited/ reviewed by a team of

bilingual discipline–specific and language- specific experts at the RC involving members

from the concerned School of IGNOU;

Regional Director will also undertake, if asked upon to do so, the responsibility of

getting the translated course material printed through the RC.

2.10 Development of audio/ video programmes in regional languages

An almost similar procedure, as laid down for translation of course material into regional language, may

be followed for translation of A/V material. However, this activity can comprise of the following

processes as described in Box 2.9 below:

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Box-2.9

Activity to be undertaken for development of audio/ video programmes in regional

languages

Dubbing of existing video study material of IGNOU into regional language;

For this, a suitable agency may be identified for dubbing and the final dubbing can be

done under the supervision of a representative of the EMPC;

Development of new region- specific video/ audio programmes can be done after

detailed consultation with the EMPC, concerned Schools and RSD;

For developing new region-specific audio/video, a concrete proposal may be sent to RSD

for its vetting and approval;

Once approval is received from RSD, a detailed schedule of activities to be performed

may be chalked out;

Constant monitoring of the activities being carried out by the team involved may also be

done;

Once material is ready it may be sent to expert institution, including EMPC for content

vetting and approval.

2.11Organizing convocation

Convocation is held once a year as per IGNOU Ordinance. The main function is held at New Delhi and

simultaneously at all RCs. RC will identify the venue and arrange for transmission of the live relay of

the main function from HQs.The Regional Convocation is to start after the main ceremony at IGNOU

HQs is concluded.

Regional Director will identify eminent personalities and sends a panel of three such names with

recommendation of one to HQs, for approval as the Guest of Honor. On receipt of approval, the

Regional Director has to forward a color passport-sized photograph and the bio-data, for compilation and

print of the same by HQs.

SED informs all learners eligible for the Convocation of the fee to be paid for receiving the Degree

Certificates, which is revised from time to time. The learner also has the choice of receiving the degree

through post. Each RC receives Degree Certificates from SED of the eligible learners of its region. The

RC informs SED of its requirement of scarves (for learners) and gowns (only for Regional Director and

Guest of Honor).

The RC will segregate Degree Certificates of all those who have paid for it; and further, those who

choose to receive the degrees by hand. Only such Degrees will be carried to the venue of the day of the

Convocation. A communication inviting all the learners to the Convocation is to be sent by the RC

through post, and a press release.

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On arrival at the venue, learners will be guided to the registration formalities. Only those who are

carrying their IGNOU Learner I-card and wearing the IGNOU scarf are to be allowed. Scarf is issued on

payment of a nominal sum as refundable deposit.The Guest of Honor delivers the Convocation address

and presents the degrees to the learners.

2.12 Campus placement Campus Placement Cell (CPC)

IGNOU has established a Campus Placement Cell (CPC) which is the nodal unit for placement of

successful learners. The objective of the CPC is to provide a platform for facilitating interaction between

the successful learners seeking jobs and potential employers. The CPC collaborates, independently or

through HR agencies, with reputed companies and organizations, like Indigo Airlines, Tech Mahindra

Ltd., Gen Pact India Pvt. Ltd., ICICI Prudential Life Insurance Ltd., and others.

The RCs proactively support the CPC in organizing the placement drives/Job Fairs for the aspiring

learners. The CPC negotiates with the potential organization and announces the dates, schedule and other

relevant details of the programme. RC supports by providing the venue either at the RC premises or at a

suitable LSC or helps in identification of any other suitable venue. The RCs inform the concerned

learners through sms, emails and telephonically, to attend the drives at the designated venue, as

scheduled by the CPC. The shortlisted/selected learners are then contacted by the placement company

for further round of interviews or placement.

RCs should also organize placement activities to help the pass out learners get employment according to

their qualification and aptitude. A number of placement drives were held at the RCs or at some LSCs or

places convenient to sponsoring companies, under the overall supervision of Campus Placement Cell

(HQs).

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CHAPTER 3

ADMINSTRATIVE & FINANCIAL ACTIVITIES

Structure

3.1 Introduction

3.2 Administrative activities

3.2.1 Opening of files/ maintenance of File Register

3.2.2 Maintenance of Guard files

3.2.3 Appointment of staff at Regional Centre

3.2.4 Appointment of staff at Learner Support Centre

3.2.5 Maintenance of Service Records

3.2.6 Maintenance of Learner Records

3.3 Financial activities

3.3.1 Preparation of budget estimates and revised estimates

3.3.2 Receipts at RC

3.3.3 Handling of receipts

3.3.4 Purchase of furniture and equipments

3.3.5 Stock entry and verification and disposal of obsolete items

3.3.6 Settlement of personal claims

3.3.7 Expenditure control

3.3.8 Postage account

3.3.9 Release of imprest to LSCs

3.3.10 Payment of salaries and honorarium

3.3.11 Deductions and filing of returns

3.3.12 Submission of monthly and annual statements of accounts

Learning outcomes


Outline the administrative and financial activities of RC;

Describe the system of creating and maintaining official files and records;

State the procedure of appointment of staff at the RC;

State the procedure of appointment of part time staff at the LSC;

State the procedure for maintaining service records;

State the procedure for maintaining learner records;

Describe the purchase procedure of furniture and equipments;

State the procedure for maintenance of stocks and stock verification;

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Decide on the issues pertaining to settlement of personal claims of the employees;

Prepare the annual budget and revised budget estimates;

List the receipts and procedure for handling them;

State the procedure for release of imprest to LSCs;

Explain the procedure for release of salaries and honorarium;

State the standard deductions and filing of income tax returns; and

Prepare the monthly statement of accounts of RC.

3.1 Introduction

In the preceding chapter we discussed the academic activities of RCs. In this chapter we will focus on

their administrative and financial activities. Being the head of the RC, it is the responsibility of RD to

ensure efficient and effective administration at the RC. This basically involves management of RC by

making judicious use of its manpower, information, and resources available at his/ her disposal. The RC

administration works on set principles and guidelines which are revised from time to time. To make its

management and functioning effective, RC administration should strictly follow the rules of the

university and work accordingly within the delegated powers and budgetary provision of the University.

Hierarchies, control, unity of command, delegation of authority, specialization etc. are the important

principles to be followed judiciously by the RC for its administration.

3.2 Administrative activities

The important administrative activities undertaken by the RC includes general administration; creation

of an office management system through opening and maintenance of files and records; appointment of

staff at RC as well as LSCs; processing of proposals for procurement of furniture and equipments of RC

and LSCs; procurement and purchase of various items and its maintenance in stock register; updating

and maintenance of service books, leave records, personal claims/ service benefits of the employees

working at the RC.

3.2.1 Opening of files/ maintenance of File Register

Record keeping is the systemic procedure by which the records of an organization are created, preserved,

maintained and disposed off. This system also ensures the preservation of records for evidential

purposes, accurate and efficient updating, timely availability and facilitation of access, only by

authorized personnel. In this age of Right to Information, proper management of records is of paramount

importance.

Therefore, once RC is notified and made operational, a file pertaining to its establishment should be

opened; all the information related to establishment of the RC should be kept in this file and the file

should be given identification number such as IG/RC/CHD/Estt/2017/01. File name and number should

be entered in the file register and even computer package (software) should be developed to maintain

records of the files in the File register. Besides opening files for major activities of RC, at least four files

for each LSC pertaining to establishment, financial matters and academic issues of LSC should also be

opened. Records of opening as well as disposal of files should be maintained in the file register which

should contain following information:

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Table 3.1: Maintenance of File Register

S. No. Name File

number

Opening

date

Opened

by

Issued to Closure

date

Closed

by

Once the file becomes bulky, it should be properly bound and kept in the store room and Part II file for

the same should be opened. The files pertaining to academic activities should be kept under the custody

of academic staff while files pertaining to administrative matters should be maintained by the

administrative and finance section.

3.2.2 Maintenance of Guard file

Although, care has been taken to include all the relevant memoranda, notifications, and circulars etc. in

this manual, the guard file should incorporate apart from the old documents, all new documents issued

subsequently. From time to time several Memorandums, Notifications, Circulars are received at RCs

from Divisions, Schools and Centres. These circulars are very important as these are to be referred for

day to day functioning of RCs. Generally these circulars, notifications and memoranda are circulated

among the RC staff, but when these are actually required, it become very difficult to trace them.

Therefore, RC must open a guard file and original copy of such notifications should be kept in this file in

the administration section of the RC. This file should be maintained properly and if file becomes bulky,

it should be bound properly and kept in the store for future reference. The circulars, notifications and

memoranda received online may also be stored in google drive and hard copies in the guard file. A

parallel file for all these circulars should be maintained in the library and documentation section of the

RC.

3.2.3 Appointment of Staff at Regional Centre

Whenever, there are vacancies and exigencies, RC engages staff on daily wages and contractual basis

against the vacant posts. The admissibility of staff at the RC is given below in Table 3.2.

Table: 3.2 Sanctioned staff strength at Regional Centre

Name of post Sanctioned

post/s

Regional Director (Sr. Scale)/

Additional Regional Director

01

Deputy Director/Asstt. Regional

Director

03

Assistant Registrar 01

Section officer 01

Sr. Assistant 01

Semi Professional Assistant 01

Executive Assistant 02

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Assistant Executive (Data

Processing)

01

Personal Assistant 01

Stenographer 01

Junior Assistant Cum Typist 03

Driver 01

Multi Tasking Staff (MTS) 02

Total 18

Note: There may be slight variation in the sanctioned strength at some of the Regional Centres.

Engagement of daily wage staff: The staff is mainly engaged through manpower agencies and in some

cases even for short periods but in any case not exceeding 200 days in a calendar year. For engaging

staff on daily wage basis, a manpower agency is to be empanelled for a period of one year, which is

extendable for another year under the mutually agreed same terms and conditions, if the services

provided by the agency are satisfactory. Following points need to be adhered to for empanelment of

manpower agency.

Start process at least six month before the expiry of the term of the existing

manpower agency to avoid last minute rush;

A proposal for release of advertisement of empanelment of Manpower Agency may

be sent to RSD for approval;

The proposal should contain content and size of the advertisement, estimated

expenditure on advertisement;

Once approval is received from RSD, the advertisement for empanelment should be

released in the local news paper on DAVP rate and also posted on the main

University website and RC website. It should be placed on the notice board of

Regional Centre and LSCs for wide publicity;

Tender document should be prepared and kept ready for the bidder;

At least three weeks must be given to the bidder to submit the proposal;

The proposal should be opened and processed with the involvement of Local

Purchase Committee (LPC);

Comparative statement may be made and clear cut recommendation of LPC be sent to

RSD for approval;

Once approval is received, the process of signing the agreement may be initiated;

Once the agreement is signed by both the parties the contract may be made effective.

A copy of the agreement may be sent to the empanelled agency;

GFR-2017 should be referred to complete the empanelment process;

GeM may also be utilized for this purpose.

Fig. 3.1: Procedure for of engagement of Manpower Agency

While engaging the daily wage staff on short term basis for not more than 200 days in a calendar year, a

selection committee should be constituted in accordance with the directives of RSD.

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Engagement of consultants: RC also engages consultants against the vacant group A and B posts.

Approval of the headquarters must be taken for engaging consultants. While engaging a consultant a

proposal may be sent to RSD for release of advertisement in local dailies. Once the approval is received,

applications may be invited. The short listed candidates may be called for interview before the selection

committee constituted for this purpose in accordance with the directives of headquarters (Administration

Division/ Academic Coordination Division, as the case may be). Panel may be sent to headquarters for

approval. Once the approval is received, appointment letter may be issued to the selected candidate(s). If

extension is required, the same may also be processed in time so as to ensure continuation of services of

the person engaged as consultant.

Engagement of security guards: Security guards are hired for the security of RC from an empanelled

agency. RC should ensure timely empanelment of security agency. The procedure suggested in the

Figure 3.1 may be adopted for empanelling security agency with minor modifications, as required.

3.2.4 Appointment of staff at LSC

RC appoints part time staff such as Coordinator, Assistant Coordinator and support staff at the LSC

which will be discussed in Chapter 4, but the same is briefed below. The term of part time staff is

renewed annually based on the recommendation of the Coordinator of LSC.

Appointment and renewal of term of Coordinator: RC requests the head of the host institution to

propose a panel of three names for appointment of part time Coordinator. Once the proposal is

received, RC sends its representative to visit the host institution to have formal interaction with the

panelists to assess the following:

Whether the person has an inclination towards ODL system;

Whether the person has relatively free time to devote for IGNOU activities;

Whether the person is occupied with other extracurricular activities such as NCC, NSS & other

administrative responsibility like warden etc. which is not desirable; and

Whether the person is a permanent faculty member of the host institution and is not more than

55 years of age.

RC representative may recommend one name out of the panel that should be suitable as per the

criteria suggested above;

Thereafter, the panel is forwarded to RSD with specific recommendations for appointment of a

particular panelist;

Once the appointment letter is received from RSD, RC should intimate the same to the LSC and

direct the appointee to send his/her joining. If possible, the newly appointed Coordinator may be

invited to the RC or RD or his/her representative may be sent to LSC for orientation of the newly

appointed Coordinator;

On receipt of the joining letter of the Coordinator, the RC should release his/her honorarium

(Annexure 3.1) and the same may be sent to Finance and Accounts Section of RC for intimation and

action.

Renewal of term of Coordinator: The term of Coordinator is renewed annually based on his/her

performance. For this purpose a letter is sent to Coordinator in the month of September – October of

each year asking him/her to submit his/her proposal for renewal of term for further period of one year in

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the Performance Appraisal Form (Annexure 3.2). Once the proposal from all the Coordinators is

received at the RC a committee consisting of Regional Director, Deputy Director and Assistant Regional

Director(s) may be constituted and proposals received are placed before the committee. The renewals

cleared by the committee are to be communicated to the respective Coordinators. Payment release order

may also be issued as given in Annexure 3.3.

Relieving of Coordinator: In case the Coordinator is not willing to continue to render services to

IGNOU, s/he may be asked to submit his/her resignation with reason for discontinuation. In such a case

he/she may be asked to hand over charge of LSC to senior most Assistant Coordinator; if senior most

Assistant Coordinator is not willing, charge can be handed over to the senior most Academic Counsellor.

If no one is willing to take charge it can be handed over to the Head of the Host Institution (HOHI) or

the person designated by him/her. The in-charge Coordinator may be paid honorarium as applicable to

Coordinator. However, the HOHI may be asked to send the panel for appointment of new Coordinator

within six months.

Appointment and renewal of Part Time Staff: RC is authorized to appoint part time staff such as

Assistant Coordinator(s) and support staff as per norms given in Chapter 4. The process for appointment

of part time staff at LSC has been described in Chapter 4.

3.2.5 Maintenance of Service Records

The service records of all academic and administrative staff of the RC are maintained at the RC whereas

service books in respect of Regional Directors are maintained by the Academic Coordination Division,

HQs. In this regard, RC should strictly follow the following procedure:

Whenever a new recruit joins the RC, his/her service book should be opened immediately and all the

personal details of the employee may be filled in. Necessary documents and annexures in respect of

home town declaration, family declaration etc. may be obtained and kept in the service book;

If an employee on rolls is transferred and joins the RC, service book of the employee should be sent

to his/ her new place of posting with required entries and proper verification. Once service book is

received from a particular RC/Headquarters, it may be checked that the service rendered by the

employee at previous place of posting is duly verified and all the entries are made;

Time to time entry in the service book with regard to date of joining, transfer, leave availed,

promotion granted etc. should be filled in with details of Letter, Circular, Notification etc. and

verified by the Regional Director/ superior officer concerned. Entries with regard to annual

verification of service may also be done on a regular basis;

Leave records with respect to academics whose service books are maintained in the Academic

Coordination Division may be sent to ACD immediately for updation on joining duties, after availing

leave.

Leave records: Circular in respect of delegation of powers for sanction of leave is issued from the

headquarters from time to time. While processing the proposal for leave, RC should strictly adhere to

delegated powers and procedures. The leave should be claimed in the prescribed proformas given in

Annexures 3.4 & 3.5 and all leave records should be maintained systematically and entries should be

made in the service books of the staff concerned.

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3.2.6 Maintenance of Learner Records

RC should maintain a database of the learners enrolled at the RC, provided by the Student Registration

Division. Databases should be created programme wise to facilitate tracking of learners and also for

using the data for learner analytics, profiling the learners and also for undertaking research activities

such as tracer studies/ feedback studies etc. by the academics of the RC.

3.3 Financial activities

RC has to perform multifarious roles, which besides academic and administrative functions, include

maintenance of accounts and records pertaining to the financial management of the region. Regional

Directors shall follow the procedures / instructions laid down in the Financial Code / Accounts Code of

the University or any general / special instructions issued by the competent authority from time to time.

This chapter outlines the procedure to be followed in case of normal day-to-day financial transactions.

These instructions should be strictly followed. It is of utmost importance that in discharge of official

business, there should be no avoidable delay. At the same time it is necessary to keep a regular and

necessary record of all expenditure and the sanctioning authority thereof.

Financial management of the RC includes preparation of annual budget and revised budget, estimates;

purchase and maintenance of furniture and equipments; stock entry and verification; processing of all

kind of bills including the bills of LSCs, preparation of monthly accounts of imprest money and its

adjustment; maintenance and updating of cash book and ledgers; maintenance of various types of

registers for bills, accounts, grants, control of expenditure, reconciliation of accounts etc., which is

discussed one by one.

3.3.1 Preparation of Budget Estimates and Revised Estimates

Preparation of budget estimates and revised estimates of expenditure to be incurred in the region is an

important activity of the RC. Therefore utmost care is taken while submitting the budget estimates or the

revised estimates to the headquarters. The budget estimates / revised estimates are submitted to the

Director, RSD in the prescribed format (Annexure 3.6) normally in the month of July every year. The

budget estimates are prepared keeping in view the following.

The number of programme – wise learners to be enrolled in the ensuing academic year. This

estimation is done on the basis of learners enrolled in the current / preceding academic session

adding 10% to the number;

The expenditure expected to be incurred towards organization of counselling and practical sessions;

assignment evaluation etc. has to be estimated on the basis of rates of payments of the University as

given at Annexure-3.7. The pattern of attendance of the learners for the counselling and practical

sessions and the actual expenditure incurred in the current / ensuing financial years are to be kept in

mind while estimating the expenditure;

The expenditure expected to be incurred towards administration of the RC and LSCs and the

common and general expenditure has also to be based on the actual expenditure of the current /

preceding year (s) and the expected number of learners to be enrolled in the preceding academic

years;

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Care should be taken to submit near accurate budget estimates. Under – estimation affects smooth

functioning of the RC. It may be difficult for the headquarters to release additional funds in the

middle / end of the financial year to the RC. Over-estimation disturbs overall planning of expenditure

of the University at the headquarters.

Revised Estimates

The provision of submission of revised estimates exists to review the expenditure incurred in the

financial year so that re-appropriation / re-allocation of the funds can be done for the committed

expenditures and utilization of the unspent funds in the last quarter (January-March) of the financial

year. Revised estimates of the current financial year are submitted in the month of September along with

budget estimates of the ensuing year.

3.3.2 Receipts at RC

The sources of Receipts at RC are given below in Figure 3.2.

Quarterly Assignments of Funds

The RC receives quarterly assignments of funds as per the budget estimates / revised estimates approved

by the competent authority for meeting day-to-day contingent expenditure or other items of expenditure

specifically authorised by the HQ such as conducting orientation programmes, seminars, and workshops

or for purchase of equipment, furniture or other items urgently required by the Centre. The quarterly

assignment of funds are generally received from the HQ in the month of April (1st Quarter), July (2

nd

Quarter), October (3rd

Quarter) and January (4th

Quarter).

Special Advances

In addition to the quarterly assignment of funds, RC may be provided Special Advances from the

headquarters for some special activity. The amount should be spent only for the said activity.

Fig- 3.2 Sources of Receipt at RC

Grants from State Government

In certain cases, RC may receive grant in aid from the State Government for the following purposes:

1. Towards reimbursement of rent etc., for the hired building of the RC.

2. Translation of the course material into the regional language.

3. Any other purpose not covered by item 1 and 2.

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Miscellaneous Receipts

These include Bank Interest, sale of old newspapers and magazines, SLMs etc.

3.3.3 Handling of receipts

The detailed instructions to be followed by Regional Centres for handling of receipts are as under.

Cash book

All RCs shall maintain a Cash Book, in the prescribed form which is available at the outlets dealing

in Government of India Manuals. The RC will operate three bank accounts: one for collection of fees

and collection of Sale Proceeds of the Prospectus, general grant (Plan) and the third for general

(Grant) Non Plan transactions. The form can be modified to indicate separately the transactions of

cash, grants and three separate accounts, either in the same Bank / Branch or different Banks /

Branches. Preferably the banker should be either Indian Bank or IDBI. In case it is inconvenient to

have account with such banks, then accounts are to be opened with SBI or any leading bank of the

State. In any case, it has to be ensured that the bank has the Electronic Clearing System (ECS);

All monetary transactions should be entered in the Cash Book as soon as they occur and these must

be attested by the Assistant Registrar;

The Cash Book should be closed regularly at the end of the day on which a transaction occurs and

completely checked. The Assistant Registrar will ensure regular maintenance of the Cash Book.

However, the overall responsibility rests with the Regional Director;

Entries made in the Cash Book regarding remittance of receipts to the bank for credit into University

Account should be attested by the Assistant Registrar after verifying them with reference to the bank

receipts recorded on the pay-in-slips received from the bank;

At the end of each month the Assistant Registrar should verify the cash balance in the Cash Book

and record a signed and dated certificate to that effect. A surprise check at least once a month may

also be conducted and results recorded in the Cash Book;

Any cash withdrawn by drawing self-cheques should be entered in the cash column on receipts side

and appropriate bank column on payment side;

Payments made by cheques should be recorded in appropriate bank column on payment side.

Any erasure or over-writing on entry once made in the cash book is strictly prohibited. If a mistake is

detected, it should be corrected by scoring the incorrect entry and inserting the correct one in the red

ink between the lines. The Cashier and the Assistant Registrar should initial each such correction and

invariably date their initials;

The official cash should not be mixed up with any private cash. Though the amount placed at the

disposal of the Centres has been fixed keeping their requirement in view, if it sometimes becomes

necessary for the Cashier / officer of the Regional Centre to incur expenditure from their own pocket,

such transaction need not be entered in the Cash Book immediately. The officer should wait to claim

reimbursement when funds are available and enter the transaction in the Cash Book when the amount

is actually reimbursed to the person;

The Cashier responsible for maintenance of Cash Book will reconcile the balances with the bank

pass book at the end of each month. Any discrepancies will be settled with the bank and if any items

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have appeared in the bank account without having been entered in the Cash Book such as bank

interest, bank charges etc., these should be recorded in the Cash Book on the basis of bank advice;

Every month Bank Reconciliation Statement (BRS) must be prepared;

As far as possible tally software may be used for accounting purposes.

Quarterly Grants

All receipts relating to grant shall be entered in the Cash Book on the date of receipt. All expenses

incurred and met from the grant shall be accounted for chronologically by the Cashier in the Grant

Account Register (Form AC IV/1) (Annexure 3.8). To maintain separate and distinct records of

expenses incurred under each of the primary units of the budget, subhead of expenditure "other expenses

", each of the primary units shall be allotted a particular vertical column in the Register, and all expenses

under a particular primary unit shall be recorded in the related vertical column either on receipt side or

payment side as per the nature of the transaction.

Special Advances

RC may be given special advance by a School / Division for handling a specific activity. Accounting for

this advance is same as the Grants except for the fact that after the purpose for which this special

advance was sanctioned is over, the accounts thereof along with the remaining balance should be

submitted to the concerned School / Division at the headquarters along with details thereof in (Form AC

1V/6) (Annexure 3.9).

Expenditure made form this advance is to be entered in the cash book in the column under a separate

head covering the purpose of this advance. While the receipt of this advance is to be entered in the

receipt column, the expenditure made out of this advance and the remittance of balance amount is to be

entered on the payment side.

While preparing monthly accounts, the receipt on account of Special Advances of Projects centrally

monitored and the expenditure there from should not be clubbed with the quarterly grants and

expenditure out of the quarterly grants. The receipt and payments should be reflected distinctly and

differently from quarterly grants and the expenditure there from.

However, due care should be taken in respect of the following

The amount of the advance shall be utilised specifically for the purpose for which it is sanctioned.

The bill in the prescribed proforma, duly completed in all respects, and supported by all the

vouchers, or cash memos etc. should be submitted within 7 days of completion of the work for which

advance was obtained. The unspent balance, if any, should be refunded forthwith.

All advances should, as far as possible, be settled before the end of the financial year, i.e., before the

31st March of every year.

The advance remaining unadjusted on 31st March should be refunded to the concerned School /

Division before close of the financial year.

Grants from State Government

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In some of the cases where buildings are specifically hired for RC, the RC receive grants from respective

State Governments towards rent of the office building, municipal taxes, etc., For this purpose, a Grant

Register may be opened giving the details of the grants received from the State Government, viz. S. No.,

Date of Receipt, Cheque No. and Date, Amount, Authority under which the cheque is issued, particulars

of the receipt and the remittance particulars thereof to the headquarters. Cheques received towards grant

should be deposited in the bank immediately and an entry to this effect is to be made in the Cash Book

against the receipt column under a separate head "Grants received from State Government". Periodical

review of the grant register by the RD will enable him to pursue pending cases of grants with the State

Government.

Some RCs may be receiving grants from their respective State Governments for certain other purposes.

A proper record is to be kept of all the grants received from government as per instructions given by

headquarters. However, since the receipts are considered as Grants, the actual income received only be

taken into account even though the University has switched over to accrual accounting.

Fee received for Learner Support Services

All drafts received from learners for various support services shall be kept under lock and key till these

are deposited in the bank. The particulars in the lists shall be checked with reference to the bank drafts.

After checking, the drafts shall be deposited in the bank by the next working day through covering pay-

in-slip supported by two copies of the list referred to above. The date of deposit shall be noted in the

register of valuables and on the third copy of the list which shall be numbered and filed chronologically

in Fee Section. These copies of the list shall be bound properly and kept in safe custody. The receipted

pay- in-slip shall be passed on to the Cash Section for accounting in Cash Book on the date of deposit. It

will not be necessary to note each bank draft in the Cash Book.

The Monthly Bank Statements shall indicate the date of credit and the amount. The credits in the Bank

Statements shall be reconciled with the deposits made and discrepancies or delay in credit shall be taken

up with the bank branch concerned by the Assistant Registrar. The reconciliation should be completed

by 25th

of the month following the month of deposit. The settlement of discrepancies should be watched

through Bank reconciliation. Credits not received within three months should be brought to the notice of

the Regional Director. A consolidated account for fees received and remitted during a financial year

shall be sent to the RSD and Finance and Accounts Division at HQs in Form AC IV/9 (Annexure 3.10)

by 15th

of April.

Miscellaneous Receipts

A record of all Miscellaneous Receipts such as bank interest, sale of waste Newspaper, recoveries etc.,

shall be kept in a separate register. The total of the Misc. Receipts collected in a month shall be included

in the monthly remittances made to HQs

Scholarships

The RC receives cheques from the Welfare Department of the State Governments towards scholarships

to the learners. The cheques received will have to be credited to the RC account. After encashment the

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scholarship amount has to be disbursed through Account Payee Cheques to the learners concerned at the

earliest

3.3.4 Purchase of furniture and equipments

In 2006, the University adopted the Revised General Financial Rules (GFR), 2005 issued by

Government of India (University letter No. AD/RA/139/2006/958 dated January 24, 2006) which are

revised time and again and adopted by IGNOU. We have seen that purchase procedures provisioned

under GFR 2005 have been revised. Now onwards, most of the purchases are to be made through

Government e-Market place (GeM).

Purchase Procedure: RC is authorized to purchase capital items including furniture, equipments as well

as items for its day to day functioning. Every authority delegated with the financial powers of procuring

goods in public interest shall have the responsibility and accountability to bring efficiency, economy,

and transparency in matters relating to public procurement and for fair and equitable treatment of

suppliers and promotion of competition in public procurement (GFR 146). The GFR-17 must be

referred while purchasing items for by RC and all the purchases should be within set rules and

regulations. The procedure to be followed in making public procurement must conform to the following

yardsticks:-

(i) The specifications in terms of quality, type etc., as also quantity of goods to be procured, should be

clearly spelt out keeping in view the specific needs of the procuring organizations. The specifications

so worked out should meet the basic needs of the organization without including superfluous and

non-essential features, which may result in unwarranted expenditure. Care should also be taken to

avoid purchasing quantities in excess of requirement to avoid inventory carrying costs;

(ii) Offers should be invited following a fair, transparent and reasonable procedure;

(iii)The procuring authority should be satisfied that the selected offer adequately meets the requirement

in all respects;

(iv) The procuring authority should satisfy itself that the price of the selected offer is reasonable and

consistent with the quality required;

(v) At each stage of procurement the concerned procuring authority must place on record, in precise

terms, the considerations made while taking the procurement decision.

Government e-Market (GeM) place

As per new guidelines, purchases should be made from Government e-Market place (GeM). The

procurement of goods and services by Ministries or Departments of Government of India are mandatory

for goods or services available on GeM. The credentials of suppliers on GeM shall be certified by

DGS&D. The procuring authorities will certify the reasonability of rates. The GeM portal shall be

utilized by the Government buyers for direct on-line purchases as under:-

(i) Up to Rs.50,000/- through any of the available suppliers on the GeM, meeting the requisite

quality, specification and delivery period;

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(ii) Above Rs.50,000/- and up to Rs.30,00,000/- through the GeM, seller having lowest price

amongst the available sellers, of at least three different manufacturers, on GeM, meeting the

requisite quality, specification and delivery period. The tools for online bidding and online

reverse auction available on GeM can be used by the buyer if decided by the competent authority;

(iii)Above Rs.30,00,000/- through the supplier having lowest price meeting the requisite quality,

specification and delivery period after mandatorily obtaining bids, using online bidding or

reverse auction tool provided on GeM;

(iv) The invitation for online e-bidding/reverse auction will be available to all the existing sellers or

other sellers registered on the portal and who have offered their goods/services under the

particular product/service category, as per terms and conditions of GeM;

(v)The above mentioned monetary ceiling is applicable only for purchases made through GeM;

(vi) For purchases, if any, outside GeM, relevant GFR rules shall apply.

Online payment

As per the instruction of Government of India vide letter no F.1-1/2017 (Secy) dated 28th

August 2017

all transactions in Higher Education Institutions shall be done by using digital mode of payment

such as online IMPS, BHIM, debit Card/ AEPS under National Digital Payment Mission of MHRD.

Therefore RC should also adhere to the instructions of GOI.

Constitution of local purchase committee: A local purchase committee (LPC) may be proposed in

accordance with directive received from RSD from time to time. Besides giving representations to the

academic and administrative officers, one member from SC/ST and expert from CPWD/PWD and

outside member should also be part of LPC. Following points may be considered with respect to

purchase of furniture and equipment for RC.

RC should strictly adhere to the GFR 2017, Rules 145 – 154, read with GeM for purchase of

furniture and equipments.

While initiating the process for purchase of furniture and equipments as per the requirement of RCs

and LSCs, powers delegated by the university to officials at different levels including RD must be

referred to.

While making purchases for the RCs and LSCs the list of standard items may also be referred to

(Annexure 3.11)(List of items of LSCs refer Chapter 4) . Before initiating the process, it may also be

seen that the budget provision for purchase of furniture equipment has been made by headquarters

and budget is available under the head. In case budget provision is not made or not available, request

for allocation or reallocation from other head with proper justification may be sent to RSD.

If item to be purchased is beyond the delegated financial power of the Regional Director or the item

to be purchased is not standard item prescribed for RC/LSC, proposal may be sent to RSD for

consideration and approval. In both these cases also, purchase process should start only after the

approval of RSD.

Violation of GFR may lead to serious audit objections; therefore, RC should make and propose the

purchases within the limitations of GFR only.

General conditions governing purchase and issue of stores

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Purchase should be made in the most economical manner as per the definite requirements of the

public service. Stores shall neither be purchased in small quantity nor much in advance of actual

requirements.

Purchase shall not be split up to avoid the necessity for obtaining the sanction of the higher

authority required with reference to the total amount of order.

Payment to supply of stores shall be made in the same financial year. Hence supplier be advised

to send the bills for the same well in advance.

All the materials received must be examined, counted, measured or weighed, as the case may be,

when delivery is taken by the officer in-charge giving a certificate that he actually received the

materials.

Payment to the bills shall be made only after stock entry of the supplied stores is made in the

stock register.

Officer in charge of stores shall give a certificate on the bills that he has actually received the

materials in order and recorded them in the appropriate Stock Register. Entry number of the

Stock Register shall also be given on the bills for payment.

3.3.5 Stock entry and verification and disposal of obsolete items

Maintenance of stock:

RC should maintain two Stock registers - for consumable and non consumable items:

Stock Register for consumable items: The furniture and equipments and other non-consumable items

purchased for RC and LSCs should be entered in the stock register before making payment to the

suppliers. The stock register may be maintained and updated on regular basis and the annual stock

verification report be sent to headquarters in the prescribed proforma (Annexure-3.12). RC may

constitute a committee for verification of records on annual basis. The stock verification report may also

be obtained from LSCs in the prescribed proforma).

Stock Register for non consumable items: RC purchases several items for its day to day functioning.

The item purchased by the RC for day to day consumption may also be entered in the stock register

before making payment to the suppliers. The item may be issued to the RC staff and demand may be

obtained in the requisition form available at RC. Stock entry of consumable item may be made on day to

day basis.

Buy-back offer: When RC decides to replace an existing old item due to its redundancy with a new and

better version; the RC may trade the existing old item while purchasing the new one. For this purpose, a

suitable clause is to be incorporated in the bidding document so that the prospective and interested

bidders formulate their bids accordingly. Depending on the value and condition of the old item to be

traded, the time as well as the mode of handing over the old item to the successful bidder should be

decided and relevant details in this regard suitably incorporated in the bidding document. Further,

suitable provision should also be kept in the bidding document to enable the purchaser either to trade or

not to trade the item while purchasing the new one. This is important because RC has to purchase items

as per standard list only. In case buy back system is not followed, RC stock register may show more

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quantity than prescribed for RC and this may lead to audit objection. Keeping redundant item in the store

may also incur loss of revenue.

Disposal of obsolete items: RC has limited storage facilities for keeping old records and obsolete non

consumable items. Therefore obsolete items may be disposed off by constituting a committee and

following the guidelines issued by headquarters from time to time (GFR rule 196-200).

3.3.6 Payment of personal claims

Medical claims

IGNOU has medical facility for all regular employees. Medical bills may be regulated as per the

circular/s received from CDN, IGNOU headquarters. RC should process the medical bills of the staff as

per the powers delegated to Regional Director for indoor as well as outdoor medical claims. Medical

claim beyond the delegated power may be sent to headquarters for further processing. It may be ensured

that the medical bills may be regulated as per set norms. In case RC is not having set norms, RC may

refer to CGHS rates which are available on the http://cghs.gov.in/. Medical claim should be processed in

the prescribed proforma for indoor and outdoor patient. (Annexure 3.13 & 3.14)

Empanelment of hospital

RC should also identify hospitals for empanelment and the same may be forwarded to headquarters to be

put up before the committee for consideration. The proposal for empanelment may be processed in time

for smooth provision of medical facilities to the staff.

Leave travel concession (LTC)

The University also extends LTC to its employee by strictly following the government of India rules

amended from time to time. Regional Director is delegated with the power to approve LTC and

settlement of claim in respect of RC staff. However, the approving authority for the Regional Director is

Director RSD. RD is not the authority to regulate his/her LTC bills for self and family under any

circumstance. RC should also settle the LTC claims of the employees by strictly following the

Government of India rules. Any violation may lead to serious penalty and entry in the service book of

concerned staff. Therefore, RCs need to be vigilant while processing LTC claims (Annexure 3.15).

Transfer Travel Allowance (TTA) Advance

Transfer TA is regulated by Registrar Administration and Academic Coordination Division as the case

may be at headquarters. RC staff are expected to submit the proposal for TTA advance through proper

channel in the format given as Annexure 3.16 to Registrar Administration for release of advance for

transfer TA giving details of family particulars to be affected by the transfer.

Adjustment of TTA Advance and submission of final bill

Adjustment bill for TTA (Annexure 3.17) advance must be submitted to administration section within

six months of commencement of journey. In case, extension is required for shifting family for valid

reason, same may be sought from the respective division, for instance, Academic Coordination Division

in case of Academics and Administration Division for Administrative staff. However, adjustment of

settlement bill may not be extended in any case beyond the approved extension.

http://cghs.gov.in/

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Payment of TA Bills

Movement Order: RC staff is also deputed for visit to the field, to perform various activities, including

establishment of LSC, short-listing of Coordinator, monitoring of academic activities, monitoring of

Term End and Practical Examination and participation in the Induction meeting etc. Sometimes RC staff

are also deputed to outside regions mainly to visit other Regional Centre(s) to attend orientation

programme, meeting, participation in the seminar/workshop and conference etc. Visit to headquarters is

also made from time to time to attend various functions. Following points may be noted while issuing

the movement order:

Head of RC is authorized to issue movement order in respect of RC and LSC staff within its

jurisdiction only; not beyond jurisdiction under any circumstance;

In case any staff is to be deputed outside region, prior approval of Director RSD is to be obtained;

Head of the RC has to take approval of Director RSD for his/her movement within the region and

outside region also. RD cannot make any visit outside the municipal area without the approval of

Director RSD; any violation will lead to disciplinary action;

RC staff including RD may draw advance for performing official journey with the approved

movement order.

Submission of bills and settlement of claims: Immediately after journey is performed TA/DA bill

is to be submitted for settlement (Annexure 3.18). The bills should be settled as per norms issued by

HQs from time to time. In case of dispute, relevant rules of Government of India may be referred.

Payment of Honorarium for working beyond office hours

University issues circular from time to time for engagement of staff beyond office hours as well as on

Saturday, Sunday and Gazetted holidays to complete work timely. Before engaging staff, RC should

ensure:

The staff proposed to be engaged beyond office hours and on holidays has enough volume of work to

be completed;

The work is time bound and is to be completed within the stipulated time.

At least one officer of the RC should attend the office to supervise the work to be performed;

Prior approval of the competent authority should be taken;

While filling the requisition for the staff (Annexure 3.19) it should categorically stated whether the

concerned staff will claim compensatory leave or honorarium in lieu of duty performed;

While processing the claim the verification may also be obtained from the officer under whose

supervision work is performed;

RC should normally encourage the staff to take compensatory leave in the following months.

Unwanted engagement should be discouraged.

Proforma (Annexure 3.19) should be filled and one copy of the same should also be given to security

guard who should be directed to allow only persons permitted to work on a specific day. However, in

normal circumstances such practice is not permissible.

3.3.7 Expenditure Control

The following instructions shall be followed in maintenance of records relating to expenditure.

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Contingent Expenditure

The term 'contingent expenditure' means all incidental and other expenses including expenditure on

stores which are incurred for the management of an office but it does not include any expenditure

classified as 'works, tools and plant' etc. Care should be taken that

All charges actually incurred must be drawn and paid at once and under no circumstances may they

be allowed to be paid from the grant of another year;

No money shall be drawn from the University funds unless it is required for immediate

disbursement. It is not permissible to draw money in anticipation of demand;

If any expenditure relating to previous financial year is incurred, the vouchers and related papers

may be kept distinctly to enable compilation of expenditure under the category “Prior Period

expenditure”, which have to be reported separately enabling the Finance and Accounts Division to

incorporate accordingly in the Annual Account.

Maintenance of Vouchers

The bills paid become vouchers for Regional Centre and they are numbered serially. The serially

numbered vouchers are kept in the safe custody of the Cashier.

3.3.8 Postage Account

In the absence of a Franking Machine as far as possible Postage Stamps may be used for dispatch of

letters etc. For purchase of stamps a letter of request along with covering cheque may be sent to

superintendent / competent authority of Head Post Office, who will order supply of the Stamps on

payment. The written request should mention the denomination and numbers of the stamps required.

The Postage Stamps are as good as cash money. Therefore proper accounting and its checking is

necessary. Following instructions may be followed.

The account of the postage stamps used in the dispatch of letters etc. shall be kept in the columns

provided for this purpose in the dispatch register;

The official in charge of dispatch shall check carefully the stamps on each envelop, or parcel etc. and

in token of this check initial the last entry of each day in the dispatch register;

A register of the postage stamps in the prescribed form (Annexure 3.20) shall be maintained in

which the receipt and total daily value of stamps issued as per dispatch register shall be recorded;

At the close of each day or early next day, the entries in this register shall be checked and initialed by

the Assistant Registrar who shall also initial the daily total value of the stamps consumed in the

dispatch register;

The Assistant Registrar shall also verify the actual balance of stamps in hand at the time of purchase

of stamps and at the close of each month. For this purpose a statement showing the stamps of various

denominations in hand shall be recorded in the register.

Franking Machine

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The University has provided Franking Machine to all RCs. For mailing the letters, etc., after franking, it

has to be sent to the concerned post office with a statement giving the number of envelopes and stamps

affixed on the envelopes in the prescribed proforma of the PO in duplicate. The postal authorities will

return the duplicate copy duly signed and stamped.

3.3.9 Release of Imprest to LSCs

The RC releases imprest to the LSCs to meet day-to-day expenditure towards provision of support

services to the learners. The amount of imprest to be released has to be decided on the basis of total

enrolment of the students and the academic programmes activated at a centre. The imprest is released at

the commencement of the financial year and the amount has to be adjusted at the close of the respective

financial year.

The LSCs are required to submit monthly bills to the Regional Centre towards recoupment of the

imprest. The bills are to be processed following the guidelines given below and the admissible amount

spent is recouped to the centre.

Processing of Bills

As has been mentioned above, activities related to Finance and Accounts in respect of RC LSCs have

been decentralized to the Regional Centres with effect from 1st of April 1996. The LSCs submit bills

towards provision of support services to the learners to the RCs for payment. The bills are to be

processed at the RC by staff of the Bill Section, under supervision of the Assistant Registrar. The

following are to be checked in the bills while processing and passing them for payment.

The bills are submitted for the activities assigned to the LSCs;

The bills pertain to the current academic session only;

The bills are submitted in the prescribed format;

The claim is as per rules / norms of the University;

The claim is supported with vouchers duly verified by Coordinator of the LSC; and

The bill is enclosed with the necessary schedules of activities, certificates and approval of the

Regional Director wherever necessary.

If there is any discrepancy, the same may be informed / communicated to the Coordinator of the

concerned LSC for rectification. The bills may have to passed for payment only when they are

complete in all respects and have been claimed as per norms of the University and they are

admissible for payment.

The bills processed and passed by the dealing Assistant, verified by the Section Officer and the

Assistant Registrar will be put up to the Regional Director for approval. The Assistant Registrar will

sign the Contingent Bill, drawn at the Bill Section, after the bill / payment is approved by the

Regional Director. The bill along with the Contingent Bill is forwarded to the Cashier for release of

payment.

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On receipt of the Contingent Bill the Casher will draw a cheque for the amount passed in respect of the

bill and puts up to the Assistant Registrar for signatures. The cashier enters details of the payment, such

as code number of the LSC, purpose of the payment, details of the cheque etc. in the Cash Book, the

Ledger and Bank Book at the respective Head of Account. Details of the payment are also entered in the

Cheque Register and the counter foil of the cheque book. The entries are verified and authenticated by

the Assistant Registrar and the Regional Director. Further, the cheque along with details of payment

made and details of deduction if any are dispatched to the LSC by post.

Special Advance to LSCs

In addition to the imprest released, the Regional Centre may release Special Advance to the LSCs for

organization / conduct of special activities such as conduct of practicals, workshops etc. As specified

above, the LSCs are required to incur the expenditure from the special advance amount released for the

specified activity only and submit adjustment bills to the Regional Centre following the procedure

prescribed above immediately after conclusion of the activity. The adjustment bills may be enclosed

with detailed report on the activity. It may be ensured that the special advances released will have to be

adjusted within the same financial year. The amount may be adjusted from the recoupment bills of the

centres who do not submit the adjustment bills by one month from conclusion of the activity for which

the special advance was released.

3.3.10 Payment of salaries and honorarium

Salaries to Staff of the Regional Centre

The Finance and Accounts Section of the RC under the supervision of the Section Officer and the

Assistant Registrar, calculates salary of all officers and staff of the Regional Centre as per their scale,

entitlement, admissibility following the instructions / guidelines received from the Academic

Coordination Division and the Administration Division in respect of the academic staff and the

administrative staff of the RC respectively on the Pay Bill Register (PBR). The Pay Bill will have to

be drawn in the last week of the month to ensure payment of the salary on the last working day of the

month. The Pay Bill prepared by the dealing Assistant and duly verified by the Section Officer and

the Assistant Registrar will be put up to the Regional Director for approval. After obtaining the

approval, an advice is sent to the concerned bank for transfer of the detailed amount to the individual

account of staff towards release of the salaries. Details of the payment given in the Pay Bill are

entered in the Cash Book.

Honorarium to Functionaries of LSCs

Honorarium for the functionaries of the LSCs will also have to be prepared following the above

given procedure. The payments will have to be made as per rules / norms of the University

communicated from time to time by the Regional Service Division. A functionary is admissible for

payment only if his letter of appointment is issued by the Director, RSD in case of Coordinators and

Regional Director in case of other part time functionaries of the LSCs.

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Payment mode

RD must ensure that all the payment should be credited into the account of the individuals through

NEFT/RTGS/MIPS and such other digital mode of transaction. except

3.3.11 Deductions and filing of returns

Tax Deduction at Source (TDS)

The RCs will also deduct tax as per rules of the Government of India communicated from time to

time towards the payments made to the LSCs and other parties on the specified payments. The

Regional Centres may have to obtain latest information on tax deduction from the Finance &

Accounts Division of the University or from the concerned offices of the Government of India.

Cheque towards deduction of tax should be remitted to the Income Tax Department instantly along

with details in the prescribed format.

Issue of TDS Certificate

Immediate after closure of the financial year, the RC issues TDS Certificate to all the LSCs and the

parties whose tax has been deducted at the Regional Centre.

Deduction of Income Tax

While preparing salary of the members of staff of the RC, the RC deducts income tax from the salary

as per the written advice given by the individual members of the staff. However, it will be the

responsibility of the DDO to deduct admissible income tax of the concerned members by close of the

financial year. In view of the above, the Assistant Registrar may have to review deduction of income

tax of the individual member of the staff in the month of November itself and deduct the admissible

income tax from salaries of the individuals for the months of December, January and February of the

respective financial year, under intimation to them. The monthly deduction of the income tax at

source by the Regional Centre will have to be deposited instantly to the Income Tax Department.

Remittance and Deductions

The Regional Centre also deducts instalments related to the GPF subscriptions, refund of GPF

Advances, subscriptions for Employees Welfare Fund, IGNOU Employee’s Thrift & Credit Society

Pvt. Limited etc from the salaries. Cheques towards payment of subscription and refund in respect of

the above are sent to the concerned offices at the HQs within a week of release of the salaries and the

deductions made.

In addition to the above, the RC also deducts instalments from the salaries in respect of advances

taken by the staff from the University such as Motor Car advance, Scooter Advance, House Building

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Advance, Computer Advance, Festival Advance, Licence Fee for availing Government residential

accommodation and any other advance / deductions to be done as per instructions received from the

competent authority. Details of the deductions made are to be communicated to the Finance Officer,

IGNOU, Maidan Garhi, New Delhi for information and necessary action to be taken by the Finance

& Accounts Division.

Filing of Annual Return of Income Tax

The RC has to file the Annual Return of Income Tax deducted from salaries of the staff to the

Income Tax Department as per the schedule notified by the Income Tax Department. The returns are

filed in Form No.24 enclosed with details of individual deductions given in Form No. 16. The

Assistant Registrar (DDO) will ensure timely filing of the annual return of the income tax.

3.3.12 Submission of monthly and annual statements of accounts

The RCs are required to submit monthly statement of account in the format prescribed by the

Finance and Accounts Division. The statement may be submitted to the Director, RSD and a copy of

the same to the Finance Officer by 10th

of every month. The Annual Statement of Account in the

prescribed format may be submitted to the Director, RSD and to the Finance Officer by 30th

April

every year.

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CHAPTER 4

LEARNER SUPPORT CENTRES

Structure

4.1 Definition of Learner Support Centre (LSC)

4.2 Types of LSCs

4.2.1 LSC

4.2.2 Special LSC

4.3 Staffing

4.3.1 Staffing at LSC

4.3.2 Staffing and payment norms at Special LSC

4.4 Functions

4.5 Major academic activities

4.5.1 Organization and conduct of academic counselling

4.5.2 Assignment handling

4.5.3 Conduct of practicals

4.5.4 Library services

4.5.5 Teleconferencing

4.5.6 Publicity and promotion

4.5.7 Induction meetings

4.5.8 Information services

4.6 Major administrative and financial activities

4.6.1 Identification of part time staff

4.6.2 Maintenance of furniture and equipment


4.6.4 Finance and accounts

4.6.5 Submission of reports

Learning outcomes:


Define the concept and meaning of LSC;

List different types of LSCs;

Discuss criterion and procedure for establishment of LSCs;

Discuss staffing pattern of LSCs;

State the functions of LSCs;

Describe the major academic activities of LSCs; and

Discuss administrative and financial activities of LSCs.

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4.1 Definition of Learner Support Centre (LSC)

Learner Support Centre (LSC) is the term given to a centre established at the local level, which is

maintained or recognized by the University for advising, counselling or for rendering any other

assistance required by the learners during their course of study with IGNOU. LSCs were earlier known

as ‘Study Centres’. Thus the provision of LSC in the IGNOU Act (1985) mentions ‘Study Centre’ as

given in Figure 4.1.

Figure 4.1 Statutory provision of LSC

The functions and the activities of LSCs are manifold and ever increasing with the increase in the

activities of the University. The major academic functions of the LSC are promotion and publicity of

IGNOU programmes, pre-admission counselling, organization and conduct of induction meetings,

conduct of academic counselling for theory and practical courses, evaluation of assignments, conduct of

term end examinations, organizing course related workshops and seminars and providing library support

to the learners. The LSCs also undertake many administrative and financial activities which will be

discussed in this chapter.

4.2 Types of LSCs

At IGNOU there are two types of study centres, Learner Support Centres (LSCs) and Special Learner

Support Centres (SLSCs). The former are established at Higher Education Institutions. The latter are set

up for special groups of learners like persons with disabilities and other persons in difficult

circumstances, including jail inmates, defence personnel etc. with arrangement of academic support from

nearby LSCs. Their basic functions remain the same; differing in only modus operandi.

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4.2.1 LSC

IGNOU establishes LSCs in colleges or institutions affiliated to a University or in a government

recognized higher educational institution offering programmes in the same broad areas having the

necessary infrastructure and human resources for offering IGNOU programmes. The RC identifies such

institutions and the prospective LSC is supposed to submit a proposal for establishment of LSC in the

form provided by the RC which is given at Annexure 4.1.

While the host institution provides adequate rent-free accommodation for the LSC; IGNOU bears all

recurring and non-recurring expenditure towards running of the LSC. LSCs function without causing any

hindrance to the normal functioning of the host institution. Programmes of the University are activated

on the basis of viability in terms of enrolment, infrastructure and academic expertise (faculty) available

for providing support services to the learners at that LSC.

Total enrolment at a LSC may range from 500 to 1000 if the host institution has more than 1500 students

on its roll. If enrolment at a LSC increases beyond 1500, another LSC has to be established in the

vicinity. If there is more than one LSC in the same city and they have an enrolment of less than 1000

learners, the learners are to be shifted to the LSC located centrally. The other LSCs are to be closed or

kept in abeyance till enrolment increases.

4.2.2 Special LSCs (SLSCs)

For the sake of inclusive development of the disadvantaged groups of the society, IGNOU has

established SLSCs. Groups identified under this category are physically challenged, women, minority

communities, rural communities, communities of geographically disadvantaged, communities in remote

and isolated areas, scheduled castes, scheduled tribes and prisoners, who due to one reason or the other

do not get an opportunity for his/her education along with other groups of the society. Special LSCs

address the basic problem, limitations, abilities and other specific requirements of these disadvantaged

groups and give them an opportunity to get educated. Format for submission of proposal for

establishment of a Special LSC is given as Annexure 4.2.

SLSCs are established in an institution/organization dedicated to the cause of a given disadvantaged

group, possessing necessary infrastructure and academic expertise for providing support services to the

learners of IGNOU from the disadvantaged groups. Collaborative arrangements are also worked out with

nearby institutions of higher learning, NGOs, voluntary organizations, panchayats, cooperatives,

government departments and public institutions for this purpose.

Procedure for establishment of SLSCs is the same as that of a regular LSC of IGNOU. Format for

submission of proposal for establishment of a SLSC is given as Annexure 4.2.

4.3 Staffing

4.3.1 Staffing at LSC

The LSC is headed by a Coordinator, who shall be a regular teacher not below the rank of a qualified

Assistant Professor of the host institution, preferably, a willing senior most faculty. The Coordinator

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shall be appointed by the University from the panel of three names recommended by the head of the

host institution (HOHI) in order of preference.

The Coordinator is appointed by RSD for a period up to 31st December of that year, subsequently

renewable year wise for a maximum period of three years. In special cases and for specific reasons,

the term of the coordinator may be extended beyond three years, but not beyond five years in any

circumstances.

The Coordinator of the LSC is assisted by Assistant Coordinator and other support staff for

providing support services to the learners.

Asstt. Coordinators and other staff are appointed by RC preferably from among the regular staff of

the host institution on the basis of recommendations of the Coordinator for a period ending 31st

December, subsequently renewable year wise.

The number of functionaries to be appointed is based on the number of learners enrolled at the LSC

for an academic session as per the norms of the University, as given in Table 4.1.

Table 4.1 Admissible Part-time staff at LSC

Student

Enrolment

(Fresh +RR)

Coordinator Assistant

Coordinator

Assistant Attendant Safaiwala

Up to 100 1 - 1 1 1

101 – 200 1 1 2 2 1

201 – 400 1 1 3 2 1

401 – 600 1 2 3 3 1

601 – 800 1 4 4 4 1

801 – 1000 1 5 5 4 2

All functionaries at a LSC, including the Coordinator are appointed on part time basis. They are

therefore, designated as Part-Time Coordinators, Part Time Assistant Coordinators etc. They are by

no means regular employees of the University.

All part- time functionaries should necessarily be drawn from amongst the regular employees of

the host institution. In case, adequate numbers of employed persons are not available at the host

institution, outsiders including retired persons could be appointed.

Working hours and leave rules of part time staff:

o The working hours of a part- time functionaries of the LSC has been fixed as follows:

Sundays- 8 to 9 hours

Thursday, Friday and Saturdays- 3 to 4 hours each day preferably in the evening

or outside normal working hours of the host institution.

o The nature of job being part-time, the employees are not entitled to any leave. However,

if they are regular employees of the host institution and if such a person is on long leave

from the institution (minimum 30 days or more) then the Coordinator may engage a

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substitute. In such cases the part- time employee will not be entitled to any remuneration

during the period of leave.

o Other part-time employees will not be entitled to any leave and their salary will be

deducted for the days on which they remained absent at the LSC during their allotted

working hours.

4.3.2 Staffing and payment norms at Special LSC

Staff arrangement at SLSC is different from that at the Regular LSC, please refer to Table 4.2. Except

for the remuneration of the coordinator and assistant coordinator which are provided by the University,

payment of remuneration to other functionaries, if engaged by the LSC, may be made by the host

institution of the LSC, SLSC out of the share of the programme fees collected from the learners of the

SLSC concerned.

In addition, assignment handling and assignment evaluation charges are also paid by the University. The

SLSCs are provided lump sum grant on per student per programme basis as follows:

BPP, Certificate and Diploma Programmes without practical component: 35% of the fee;

Degree programmes without practical component: 40% of the fee; and

Science, Computer and Management Programmes: 60% of the fee.

The percentages of fee indicated above do not include the programme registration fee.

Presently, there is no provision of part-time staff at SLSCs except for the appointment of a Coordinator.

The SLSCs are expected to meet all expenses, both academic and administrative such as: remuneration

to part time functionaries (except the Coordinator), conduct of counselling and practical sessions and

administrative expenditure of the Centre from the grants released. The SLSCs have to appoint and also

make payments to the academic counsellors and other functionaries of the Centre as per norms of the

University.

The RC gives grant (share of fee) to the SLSC in three installments of 40% (at the commencement of the

academic session; 30% (middle of the academic session; and 30% (at the conclusion of the academic

session, based on the total number of programmes and learners allotted to the centre. The second and the

final installment of the payments are released on submission of report by the SLSC based on support

services provided to the learners as per IGNOU norms.

Table 4.2 Staff at SLSC

Enrolment Coordinator Assistant

Coordinator

Assistant Attendant Safaiwala

Up to 300 1 - - - -

Above 300 1 1 - - -

Source: RSD Notification No. : IG/RSD/SSC/2013/157 dated January 30, 2013

Special arrangement for Jails

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IGNOU with the support of the Central Government: Ministry of Home Affairs, and Governments of

various States and Union Territories, offers its educational programmes to prison inmates through SLSC

mode throughout the country. Although nomenclature is the same, academic, administrative and

financial arrangements for SLSCs in Jails are a bit different from other SLSCs. Following are the special

features and characteristics of SLSCs in Jails:

States/UTs may appoint DG/IG (Prison) as State Nodal Officer for interacting with IGNOU RC for

establishment of SLSC and running the programmes for the jail inmates.

For better coordination, RC shall also designate one of its academics as the Nodal Officer for liaising

with the State Nodal Officer for conducting IGNOU activities in the Jail.

Proposal for establishment of SLSC in Jails should be generated and submitted to the RC in

prescribed formats.

The host institution will provide adequate rent-free accommodation for the SLSC for exclusive use

of IGNOU for the office of the Coordinator.

IGNOU will bear all recurring and non-recurring expenditure towards running of the SLSC to the

extent of maximum Rs. 500/- per month as per actual on production of bills and vouchers for the

same.

Jail Superintendant of the respective jail shall act as the ex-officio part time Coordinator of the

SLSC.

No letter of appointment is to be issued by RSD for the Jail Superintendant working as part time

Coordinator as the Regional Director concerned shall issue such a letter.

The name of the Jail Superintendant working as the Coordinator shall be updated on the RC website.

In case the Jail Superintendant declines to take this responsibility and proposes the name of another

official, RC should forward the proposal to RSD for a taking decision on the appointment.

Remuneration to the part time Coordinator is to be paid as per the existing norms and practice.

The Coordinator may identify inmates/outsiders as counsellors and send their bio data in prescribed

format to RC for approval. He/she may also identify counsellors from the nearby LSCs.

Remuneration for all academic activities are to be paid by the RC, including payment to academic

counsellors (both inmates as well as external), as per IGNOU norms.

All prisoners are eligible for admission to SLSC and are not required to pay any kind of fees for

pursuing IGNOU programmes as long as they are inside the Jail. On release from the Jail, they will

be treated as normal students and will have to pay fees such as: exam fees, re-registration fee, etc.).

The employees of the Jail and their wards may take admission in IGNOU programmes and opt for

SLSC in Jail by paying the necessary fees, provided that SLSC offers that programme and Jail

management provides permission to such aspirants.

Fee exemption is extended to all categories of jail inmates. However, once they are exonerated and

come out of jail on permanent basis and want to continue their study with IGNOU, they are to be

attached with an outside LSC of IGNOU and will have to pay prescribed programme re-registration

fees and other fees.

IGNOU provides the printed materials and audio-video programmes pertaining to the programmes

being offered at SLSC.

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IGNOU may have the right to shift or close the centre if it finds that support services are not being

provided as per the requirement of the University.

4.4 Functions

Promotion and publicity of IGNOU programmes in the operational area;

Providing information to prospective and enrolled learners;

Identifying part time staff for running the LSC;

Obtaining bio-data for the empanellment of academic counsellors and forwarding the same to the

RC;

Organizing induction meetings for the newly enrolled learners;

Organizing counselling, practical, audio-video and tele-counselling sessions, seminars, etc. as per

requirement of the programmes activated;

Receiving assignment responses from the learners and getting them evaluated by the approved

academic counsellors, and returning the evaluated assignment responses to the learners in the

specified turnaround time (within 45 days from the date of submission) and forwarding the

assignment grades to the RC in the prescribed format;

Maintenance of records of IGNOU learners;

Maintenance of furniture and equipments provided by the University;

Maintenance of accounts;

Preparing weekly feedback reports on conduct of counselling and evaluation of assignments and

submission of the same to the RC electronically;

Conducting term end examinations.

4.5 Major academic activities

4.5.1 Organization and conduct of academic counselling

The basic function of a LSC is to provide academic support to the learners allotted to it by the RC. LSCs

organize face to face counselling as per the schedule provided by the University which gives an

opportunity to the learners to interact with teachers and their peers. Besides this, LSCs also provide pre-

entry counselling to prospective learners. Activities involved in organizing counselling sessions at LSCs

include:

Identification of academic counsellors for the academic programmes activated at the LSC on the

basis of eligibility criteria prescribed by the University;

Forwarding of bio data in the prescribed format (Annexure 4.3) to the RC for empanelment of

academic counsellors;

Scheduling of counselling sessions for theory and practical courses as per norms of the University

given below in Table 4.3;

Forwarding of the counselling schedule in the prescribed format (Annexure 4.4) for approval of the

RC before commencement of counselling;

Marking of attendance of the learners and maintenance of attendance records, particularly of the

academic programmes having practical component (75% attendance is compulsory in all practical

courses); and

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Payment of counselling charges to the academic counsellors as per norms of the University following

the prescribed procedures. The proforma for remuneration bill of counselling charges to be filled by

the Academic Counsellor and certified by the Coordinator is given as Annexure 4.5.

Table 4.3 IGNOU norms for delivery of courses: Counselling, practicals and assignments

Intensi

ve

counsel

ling

sessions

As per

rules of

the University, counselling sessions are to be organized for the courses in which the number of learners

registered and attending counselling are ten or above. If there are less than ten learners registered/

attending counselling sessions for a course, instead of organizing the counselling session in a regular

manner as described above, the LSCs are required to organize intensive counselling sessions. The

number of counselling sessions in this case may have to be 40% of the total prescribed for the course. If

enrolment is less than 10 in a course, intensive counselling is to be scheduled in the beginning itself.

However, if enrolment in a course is more than 10 but attendance in the first two counselling sessions is

less than 10, in that case also the norms of intensive counselling is to be followed.

4.5.2 Assignment handling

Assignments play a major role in the ODL system. These facilitate a learner in his/her learning and the

feedback that they receive on their assignment responses helps them to reflect on their performance and

progress. The evaluator’s comments on the assignment responses motivate the learners to pursue the

programmes more seriously. Submission of assignment responses is mandatory. Hence assignment

handling is one of the important functions of a LSC. It is a time-bound activity and needs a lot of care

and accuracy. Apart from payment of evaluation charges, the LSCs are paid for handling of assignment

responses. The following are the activities involved in handling of assignment responses at the LSCs:

Downloading programme wise, course wise assignments from IGNOU website;

Providing link to the academic counsellors and the learners of earlier batches, who did not submit

their assignment responses in the year of their registration;

Issuing of receipts/ acknowledgement slips to the learners who submit their assignment responses;

Programme wise, course wise sorting out of the assignment responses submitted;

Maintenance of records of submission of assignment responses in the prescribed format (Annexure

4.6).

Handing over the assignment responses to the evaluators for evaluation. The assignments are

evaluated by the approved, course specific academic counsellors. The evaluators are given about 15-

20 days for evaluating the assignment responses, and they may not be given more than 150-200

assignment responses for evaluation in a semester. The academic counsellor is provided with the

assessment sheets that have to be filled up for each assignment (Annexure 4.7 and 4.8 for marks and

grades respectively).

Credit value of the

course

No. of counselling

for theory courses

No. of counselling

for practical courses

No. of assignments

2 credits 3 sessions (6 hours) 60 hours 1



8 credits 12 sessions (24

hours)

240 hours 4

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The evaluated assignments are to be moderated by the Assistant Coordinators. Each Assistant

Coordinator may moderate evaluated assignment responses of about 250 to 300 learners of the LSC

in a year. The moderation may be in respect of the tutor comments given on the assignment

responses. Coordinator of the LSC monitors this activity. The assignment grades are to be submitted

by the evaluators in the prescribed format of the award lists (Annexure 4.9 and 4.10 for marks and

grades respectively) in triplicate duly authenticated by the evaluator and Coordinator of the LSC.

The original award list has to be submitted to the RC. The grades in respect of assignment responses

submitted by the learners during January-June semester are to be submitted by 31st July. Grades of

assignment responses submitted by the learners in July-December semester are to be submitted to the

RC by 31th

January. Second copy of the award list has to be submitted to the RC along with bills of

assignment evaluation and the third copy has to be kept at the LSC for records.

The LSC submits the details of the assignment awards to the RC in the prescribed proforma

(Annexure 4.11). The evaluator submits the bill for assignment evaluation/ handling charges to the

SC (Annexure 4.12). The summary of the remuneration paid for assignment evaluation is

consolidated and submitted to the RC in the proforma given as Annexure 4.13.

Photocopies of 2% (programme-wise) evaluated assignment responses are sent to Programme

Coordinators of the academic programmes at the respective Schools of IGNOU, located at IGNOU

Headquarters, New Delhi for monitoring. The feedback received from the Programme Coordinators

is shared with the evaluators for improvement in the evaluation of assignment responses.

Since turnaround time is monitored by the LSC and RC the learner who does not receive his/her

evaluated assignment response within the stipulated period has the right to represent the matter in the

prescribed format given as Annexure 4.14.

4.5.3 Conduct of practicals

IGNOU has launched several academic programmes which have a substantial practical component. Such

academic programmes are activated at LSCs where there is facility in terms of infrastructure and

academic expertise to conduct the practical sessions. Practical sessions are conducted on regular basis on

Saturday/Sundays/Holidays/Evening of weekdays. In some courses, practicals are also conducted in an

intensive manner in one spell of one/two weeks as per requirement of the course, during vacation when

the infrastructure at the host institution is lying vacant and the faculty are relatively free.

The schedule for conduct of the practicals is drawn at the LSC about a month in advance and the learners

are informed to register/ confirm their participation for the practical sessions. The schedule is sent to the

RC for information and approval.

Attendance at the practical sessions is compulsory. Learners who do not have 75% attendance at the

practical sessions of a respective course are not permitted to appear for the practical examination of that

course. Learners who have short attendance are required to register for repeat practical sessions and

make payment on pro-rata basis. Attendance is compulsory in all the sessions when conducted in spells

of one/ two weeks too.

The practical examination has to be conducted at the LSC itself. Though Coordinator of the LSC

appoints the internal examiners from amongst academic counsellors of the LSC, the external examiners

are to be appointed by the Registrar, Student Evaluation Division (SED). The Coordinators therefore are

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required to write to the Registrar, SED at least one month in advance, giving details of the practical

examinations to be held, for appointment of the external examiners. It would be advisable to have a

panel of examiners approved by the SED well in advance.

4.5.4 Library services

All LSCs established by the University are provided with relevant course material, reference books and

audio-video programmes. The LSC arranges to extend access to these resources to all the learners

attached to it on specific days as notified by the Coordinator. The learners are permitted to make use of

the books on-the-spot or listen to the audio CDs or view the video CDs. The required assistance is

provided to the learners by the LSC so as to help them make the maximum benefit of these facilities.

4.5.5 Teleconferencing

Some of the LSCs are provided with Direct Receiving System (DRS) /SIT (Satellite Interactive

Terminals) to receive satellite signals, through which two-way video and two-way audio teleconferences

are conducted. Schedule for teleconference drawn by Electronic Media Production Centre (EMPC) at

IGNOU Headquarters is sent to all the LSCs and the RCs. LSCs and the RCs notify the schedule to the

learners and arrange for their participation at the teleconference. The learners can interact with the

resource persons at the studio of EMPC through telephone and by sending fax/ email messages/SMS.

4.5.6 Publicity and promotion

LSCs should have in place their own publicity strategy for the locality/ area/ region. Coordinator of LSC

is expected to undertake promotional activities and give adequate publicity to IGNOU and its

programmes, develop suitable publicity material, identify suitable media for publicity, organize public

meetings, seminars and symposia on ODL system in general and IGNOU and its programmes in

particular, in collaboration with NGOs, Voluntary organizations, HEIs of the locality/ area/ region, etc.

LSCs should also widely publicise fee waiver/ reimbursement given to certain categories of learners.

LSCs should maintain a web portal giving all relevant information about IGNOU and its programmes on

offer and the content of these should be updated on a weekly basis. LSC also has the responsibility of

promoting the SWAYAM platform and MOOCs on offer. Notifications issued by the University from

time to time regarding admission, equivalence /recognition granted and letters/circulars of statutory

bodies/state governments regarding recognition of IGNOU Programmes etc. should be scanned and

placed on the web portal of the LSC.

4.5.7 Induction meetings

IGNOU organizes induction meeting for the newly enrolled learners at the commencement of the

academic session. Such meetings are analogous to Freshers’ Welcome in the conventional system.

However, such a meeting has an additional objective. It is aimed at inducting the learners into the basic

tenets of open and distance learning.

Pre Induction Activities:

Scrutiny of the scholar registers as to derive programme wise number of learners;

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Preparation of counselling schedule as per norms and prescribed formats;

Getting the schedule approved from the RC;

Scheduling the date of induction meeting in consultation with RC to ensure that majority of the

learners have got SLMs;

Preparation of invitation/welcome letters giving a brief about IGNOU and highlighting

importance of the induction meeting;

Informing the learners to go through the Programme Guide before coming to the Induction

meeting;

Dispatching invitation letters to the learners along with the counselling schedule; and

Information regarding induction meeting through SMS and repeat SMS..

Activities during Induction

Attendance of the learners and verification of certificates and identity card is a major activity to be

undertaken by the LSC at the induction programme. Normally the RD or one of the ARDs visit the

Centre and participate in the induction programme. The induction programme consists of the following:

Welcome address by the Coordinator

Induction address by the RD/ARD

Brief addresses by the Academic Counsellors of different disciplines through which the programme

specific issues are highlighted.

Introduction to the members of part time staff of LSC by the Coordinator

Interaction with Peers

Presidential address by the Head of the Host Institution (HOHI) or any dignitary who should

preferably be an academician of repute

Vote of thanks by the Asstt. Coordinator or a Senior Academic Counsellor.

The Coordinator should also arrange the visit of the learners to library, classroom, laboratory and other

important facilities available at LSC in particular and host institution in general. If possible ACs may

also arrange a meeting with the learners of their concerned programmes in a group or individually. For

programmes having practical /workshop components such as the BSC, BCA, MCA, MAPC, B.Ed.etc,

one additional session is devoted for explaining the requirements for programme

Note

In order to meet the expenses of an induction programme, LSC may spend Rs.10/- per learner.

4.5.8 Information services

The prospective learners as well as those enrolled at IGNOU could require information about the

University, programmes on offer, the instructional system, assessment evaluation system, dispatch of

course material, examinations, counselling, assignment submission, evaluation of assignments, term end

examinations, etc. for which they approach the LSC with related queries. The Coordinator and other part

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time staff provide the latest information to the learners and at times even provide them with the

necessary literature available at the LSC. The LSC thus serves as an Information Centre or Publicity

Centre of the University at the local level.

4.6 Major administrative and financial activities

4.6.1 Identification of part time staff

The RC recommends the names of the Coordinator to RSD based on the filled in proforma received from

the LSC duly signed by the Head of Host Institution (Proforma given at Annexure 4.15) who in turn

issues the appointment order. The Coordinator is required to identify the prescribed part time staff as

given in Table 4.1 for LSC and Table 4.2 for SLSC and submit a proposal in the prescribed format

(Annexure 4.16) to the RC. The names of the appointed staff are communicated to the Coordinator by

the RC who in turn sends their joining report to the RC. Thereafter RC issues the order for timely

disbursement of honorarium to the part time staff by the Coordinator. The term of staff is renewed

annually by the RC based on the proposal received from the Coordinator of LSC who is advised to send

proposal for renewal of part time staff well in advance preferably in the month of October – November

every year in the prescribed proforma (Annexure 4.17). Renewal of the term of the Coordinator has to

be submitted to RC well in advance before the year end in the Proforma given at Annexure 4.18.

4.6.2 Maintenance of furniture and equipment

IGNOU provides standard list of items of furniture and equipment at LSCs for setting up its own office

on the premises of the host institution. The details are given below in Table 4.4.

Table 4.4 List of furniture and equipments

S.

No.

Name of the Item Quantity

Initially

Approved

Additional

Quantity

Conditions for Additional

Quantity

1 Chair with continuous arms 1 1 For each post of Asstt.

Coordinator

2 Table 1 1 -do-

3 Chairs for Visitors/Counsellors 6 3 Subject to justification given by

RD

4 Book Cases 3 2 Where student strength exceeds

350 on the basis of increasing

number of programmes

5 Almirah (Big Size) 2 2 -do-

6 Minor Locker 1 Nil -

7 Table for Reading Room 6’ x 3’ 3 1+2 One where student strength

exceeds 250, 2 more when

strength exceeds 500.

8 Table for Office Staff 2 3 One for each additional post of

Assistant

9 Other Chairs 15 15 Subject to actual requirement

10 Side Rack with 3 shelves 3’x 3’x1 3 - -

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½’

11 Racks 6 / 7’ x 3 x 1 ½ with 6 / 7

Shelves

3 - -

12 Almirah Small 2 - -

13 Display Rack 1 - -

14 Room/Desert Cooler - 2 One for Coordinators’ Room,

One for Audio Visual Room

subject to justification

15 Computer 2 - To be supplied by HQs

16 LED 1 1 Where students’ strength

exceeds 350

Note: The above admissibility is revised from time to time

The LSC is expected to maintain a stock inventory and is also responsible for the maintenance of the

furniture and equipment received.


LSC should develop and maintain a database of all the learners allotted to it by the RC, programme wise.

User name and login id should be generated for every learner so that learners can access all relevant

information as their studies progress in an ODL programme and also provide constructive feedback for

improvement in the delivery of programmes.

4.6.4 Finance and accounts

Financial powers have been delegated to the Coordinators of the LSC for carrying out various activities

to provide satisfactory learner support services. The RC releases imprest to the LSCs to meet day-to-day

expenditure towards provision of support services to the learners allotted to it and payment of

honorarium to part time staff including academic counsellors. The amount of imprest to be released has

to be decided by the RC on the basis of total enrolment of learners, the academic programmes activated

and the part time staff appointed at the LSC. The imprest is released at the commencement of the

financial year and the amount has to be adjusted at the close of the respective financial year. LSCs are

required to submit monthly bills to the RC towards recoupment of the imprest. The bills are to be

processed following the guidelines given below and the admissible amount spent is recouped to the LSC

in the prescribed proforma given as Annexure 4.19.

In addition to the imprest released, the RC may release Special Advance to the LSC for organization /

conduct of special activities such as practicals, seminars and workshops etc. The LSCs are required to

incur expenditure from the special advance amount released for the specified activity only and submit

adjustment bills to the RC following the procedure prescribed above immediately after conclusion of the

activity. The adjustment bills may be enclosed with detailed report on the activity. It may be ensured that

the special advances released will have to be adjusted within the same financial year. The amount may

be adjusted from the recoupment bills of the LSCs which do not submit the adjustment bills within one

month from conclusion of the activity for which the special advance was released.

The LSC can raise a separate bill for hiring computers for conduct of practicals in respect of certain

courses in the proforma given as Annexure 4.20. Payment can also be claimed for a Machine Room

Operator in the proforma given as Annexure 4.21.

4.6.5 Submission of reports

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The Coordinator of the LSC has to submit a consolidated monthly report on the monitoring of

assignments to the RC before the 7th

of every month in the proforma given as Annexure 4.22.

Besides monthly report, weekly reports are to be submitted to RC on conduct of counselling and

handling of assignments.

CHAPTER 5

LIBRARY

Structure

5.1 Introduction

5.2 Materials and facilities available

5.2.1 Materials available

5.2.2 Services available

5.3 Acquisition of materials

5.3.1 Guidelines for acquisition of books

5.3.2 Procedure for subscription of print journals for RCs and LSCs

5.4 Guidelines for maintenance of books and journals

5.4.1 Stock verification and procedure to withdraw books

5.4.2 Loss of publications

5.4.3 Preventive measures for safeguarding the books

5.5 E-resources and its handling

5.5.1 DELNET

Learning Outcomes:


Identify different types of learning materials available in RC Libraries;

Discuss various services/ facilities available in RC Libraries and their effective use;

Describe the process of procurement of books, journals and other articles for RC and LSC libraries;

Discuss the guidelines for maintenance of books and journals;

Describe the procedure for undertaking stock verification, loss of publications and safety of books;

Discuss e-resources and its handling;

Discuss the functions of and DELNET as library support technological interventions.

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5.1 Introduction

Libraries are indispensable in every facet of higher education. Effective library support to distance

learners is mandatory for qualitative delivery of instruction and learning. In the three tier structure of

library services of our University, the RC and LSC libraries have a prominent role to play in facilitating

learning at the grass root level. The RC looks into the library requirements of RC staff and learners, and

the LSC Libraries meet the needs of the learners academic counsellors and Coordinators of IGNOU and

the public at large. Though distance learners receive printed learning materials, it is natural for them to

have further inquisitiveness on specific topics to read and learn more. Moreover, for complete learning

experiences, the learners need to make use of resources other than printed study materials. Without a

good library, no university can ensure quality education or research.

5.2 Materials and facilities available

Library being an educational resource, is the backbone of all academic programmes of the University.

Learners, faculty and staff would be spending their considerable time in library premises pursuing their

research and studies. The goal of every university library is to facilitate the realization of the tripartite

functions of the university which include teaching, research and extension services. RC library should be

stocked with both materials and facilities to access these materials.

5.2.1 Materials available

RC library houses important reference materials like Encyclopedias, Dictionaries, Handbooks and

Manuals, Yearbooks, etc which are supplementary to books and study materials. The collection ranges

from general to subject specific resources. The RC libraries are also equipped with subject specific

reference books and sets of all printed study materials of IGNOU. Old question papers of previous years’

term end examinations are also available at RC library. IGNOU’s printed course materials are kept on

display in the library for the benefit of prospective learners who can get a preview of the courses before

taking admission into a particular programme. In addition to the printed resources, RC libraries are also

equipped with multimedia resources, like audio-visual materials, e-books, e- journals etc. The learner can

have access to appropriate computer facilities with internet and other audio, video and multimedia

equipments in the RC library.

A variety of other information resources are displayed for use in the RC libraries which are being

received from different sources free of cost, namely:

Annual Reports

Complimentary issues of Journals

Newspapers

Brochures/ Handouts/ Profiles

Programme Guides/ Prospectus of different programmes.

Audio/Video CDs

Projects submitted by the learners

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5.2.2 Services available: In order to meet the information needs of the learners, faculty and other

support staff, the RC library provides the following services, presented below in Figure 5.1. The RC

Library is handled by a Semi- Professional Assistant.

.

Fig 5.1 Services at RC Library

5.3 Acquisition of materials

RC libraries make systematic efforts in building up the collection of books by identifying, evaluating,

selecting, processing and making them available to the users.

5.3.1 Guidelines for acquisition of books

Books/ periodicals are recommended by the academics (RD/ DD/ ARD) in the Regional Centres, as

per the requirement of the RC for different academic programmes. The recommendations may also

be received from the faculty/School concerned. The RC library staff collects the complete

bibliographical details and estimated price of the recommended books from the vendors or book

suppliers. The books are procured from the budget allocated to RCs for this purpose. To meet the

present requirements, the RCs may take necessary approval from Competent Authority for re-

appropriation of budget from its own funds or funds allocated to/by RSD, as the case may be. The

budget head shall be ‘Capital’ and it may be treated as assets (non-disposable).

113

Book suppliers for RCs for procurement of books for academic programmes shall be as follows:

-Suppliers must be from the empanelled book suppliers list as per the website of IGNOU

library

Or

-Suppliers may be members of registered national/state trade federations like AIPB, FPBA,

DSBPA, etc. and should be in the field of book supply for at least five years

Or

-Suppliers may be chosen from the panel of libraries of repute like Central Universities,

national level education and research institutions at local or regional level.

The order may be placed to the vendor for recommended books. The vendor is required to send the

books along with bills in triplicate, price proof and proof of exchange rates as on the date of billing.

Supplier should certify in the invoice/ bill that the latest editions are supplied and current prices are

charged.

The payment will be processed after checking all documents and receipt of the books in RCs. No

advance payment shall be released to the vendor.

Such books will be accessioned in a separate Accession Register other than the accession register

already maintained for the books supplied by the Central Library.

5.3.2 Procedure for subscription of print journals for RCs and LSCs

The journals and magazines to be subscribed at IGNOU RC should be subscribed by RC

independently. The orders may be placed by RC to the publisher/vendor directly;

The journals/magazines will be subscribed from the budget allocated to RCs for this purpose;

The monitoring of receipt of journal issues for its timely supply and record of missing issues will

also be maintained by RCs independently.

Subscription procedure

The recommendations for subscription or renewal are received by the Regional Director from the

faculty/academics (ARD/DD/RD) /learners (through academics). The journals are non discounted

items and the issues of the journals are received in Library from January to December as and when

the issues are published;

All foreign journals are supplied to Libraries through Authorized Subscription Agents. Indian

Journals are either available through Subscription Agents or directly supplied by the publishers. With

a view to have smooth delivery of these journals; these are renewed from the same vendors/agents

every year as long as the service is satisfactory. The factors while deploying vendors is reliability

and service providing capability of vendors. Regional Director decides about the same. It is

suggested that the RC may explore the local vendors in their region whose services are found

satisfactory by other local leading Institutions’ libraries;

After the approval/sanction is sought, the subscription standing order is placed with the vendors who

are already supplying those journals satisfactorily for the previous years.

The bills are received from these vendors along with price proof and the proof of exchange rate as

114

per telegraphic transfer (TT) selling rate of a Nationalized Bank as on the date of billing;

Payment is to be made as per mutually agreed terms and conditions at the time of subscription.

5.4 Guidelines for maintenance of books and journals

Proper maintenance of the RC library should be given utmost importance. The care of the Library

collection includes maintenance and organization of the collections. The transactions of all the

activities/procedures/etc. in the RC library should be carefully and properly recorded for information and

documentation. In this regard, apart from the computerized system, the RC library maintains the following

documents for purposes of record keeping as given below in Fig. 5.2.

Two Accession Registers ( one for local purchase and one for central purchase)

Journal Subscription Register;

Bills Register;

Subscription Order file and Register;

Maintaining file for Approval of all subscriptions;

Book/Material Issue Register;

Register for Audio/Video Materials.

After receiving the books at library from different sources, the following activities are carried

out by the Librarian/SPA :

The details of the Invoice and Books are properly entered in the appropriate column

in the Accession Registers specified for the purpose;

Books/Thesis/Dissertations are classified as per the Dewey Decimal Classification

(DDC) Schedule. The Class No, Cutter No and Collation are written on the back of

Title page;

Bibliographic Details of each book is entered into Cataloguing Module database

according to AACR2 Standards;

Stamping – Library stamp to be put on the back of Title page, on Secret page and on

the Last page; and

Pasting Spine labels, on the Front Page and on the Title page, laminated with cello

tape.

Fig. 5.2 Guidelines for Maintenance of Books and Journals

5.4.1. Stock verification and procedure to withdraw books

Stock verification is an important and essential activity in every library. It gives a clear picture of the

entire stock available in it and indicates loss/damage of books/materials, on the basis of which new

purchases are made.

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Stock Verification: Physical Stock verification of the library stocks has to be carried out to identify the

losses and to identify misplaced documents, depending upon the size of the library. As per general rules

and practices, physical verification of library stock is generally undertaken once in a year for library not

having more than 20,000 volumes. If the Library has more then 20,000 to 50,000 volumes once in 3

years and if above 50,000 volumes sample physical verification is undertaken. The sample can be of

random generation of numbers.

The verification may be carried out by a team of members consisting of Deputy Director / Assistant

Regional Director, AR / Member from the F & A, and the SPA / Library in charge.

5.4.2 Loss of publications

Some loss of publications is inevitable especially in the context of open access practice

in libraries. The Library staff have a role as information managers and not just as

custodians;

Loss of 5 volumes per 1000 volumes issued/consulted in a year may be taken as reasonable limit;

Loss of a book of the value exceeding Rs.1000.00 for each book shall invariably be investigated and

consequential action should be taken;

A publication may be considered as lost only when it is found missing in two successive stock

verifications and thereafter only action be taken to write off the publication by the competent

authority;

If the loss of book is more than the permissible extent, the causes of such loss may be investigated by

the competent authority and the remedial measures be strengthened.

5.4.3 Preventive measures for safeguarding the books

Some preventive measures to ensure proper upkeep of the library are listed below:

The exit/entry to the library be monitored;

Bags of the learners should be kept at the entrance point; and

Anti rat/termite treatment may be carried out at short intervals.

5.5 E-resources and its handling

Technology has provided the impetus to break boundaries and reach the distance learners very fast. The

RC library therefore should be able to provide e-resources which will be highly beneficial for both

learners and counsellors. Existing library set up has limitations in serving the learners of an ODL

institution. Due to resource constraints and location in far flung areas, the distance learners do not have

access to the same kind of library services as available to the campus based learners. Hence, in the ODL

system, the applications of ICT hold great potential to meet the challenge of bridging the gap between

the library and the learners: located at home, work place or anywhere and at anytime.

5.5.1 DELNET

Keeping in view the limitations of physical library collection of materials for mini libraries at RCs,

IGNOU has now provided all the RC libraries, access to millions of books and journals; with holdings

116

of around 2000 libraries spread all over India. This linkage has been provisioned to all RCs with

DELNET facilities. RC Library is a member of Developing Library Network (DELNET) which

provides services like browsing of Union Catalogues, Inter Library Loan and Document Delivery

Services. Interested Readers can access the Catalogues of other Libraries through DELNET. By

searching the web portal of DELNET, the RC library can obtain any book in any discipline in any library

of India and can ask for its physical access for a limited period in its own library for

consultation/reference.

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CHAPTER 6

GRIEVANCE REDRESSAL

Structure

6.1 Introduction

6.2 Student Support Cell at RCs

6.3 Types of concerns attended to and redressed

6.4 Facilitation in availing scholarships and redressal of grievances therein

6.5 RCs as part of the Centralized Grievance Redressal Network of IGNOU

6.5.1 CPGRAMS

6.5.2 UGC Online Students Grievance Redressal Portal

6.5.3 INGRAM

6.5.4 IGNOU Grievance Redressal and Management (iGRAM)

6.5.5 Public Grievance Monitoring System, Govt of NCT of Delhi

6.5.6 RTI MIS Online

6.6 Committees Against Sexual Harassment (CASH)

6.1 Introduction

6.1 Introduction

Learning Outcomes:


Define the concept and importance of grievance redressal;

State the role of Student Service Centre (HQs) & Student Support Cells (RCs);

List the different types of grievances and concerns of learners;

Discuss the modes of receipt of grievances and procedures of handling

grievances;

Outline the at RCs linkage with the Centralized Grievance Redressal Network

of IGNOU and

Explain the constitution and functions of RCCASH.

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Apart from being regional academic and administrative hub of the University, RC is also a focal point of

enquiries pertaining to academic programmes of IGNOU and its activities and important node for every

kind of grievance redressal. Enquiries are regularly received from prospective learners, enrolled learners

and general public. In other words, the learners, either enrolled or willing to get themselves enrolled,

need some basic information regarding programmes run by the University, course material, evaluation,

counselling and various other support services (Figure 6.2) given by the Schools and Divisions at the

HQs. Further as we have seen in the previous Chapters, IGNOU works on the line of division of labour

in which different roles are played by different cells - working some times in close coordination and

sometimes in such a way that one cell does not know about the other one but are interdependent. We

have also seen that the entire structure of IGNOU and all its mechanisms are geared to facilitate learners’

learning. In such a vast system with such large enrolment, there are possibilities of lapses in the

provision of services. To provide administrative support and grievance redressal, the University has

developed effective mechanisms with dedicated help desks/student support cells at all the 56 RCs and a

dedicated centre namely the Student Service Centre (SSC) at the Headquarters. It may be noted that the

grievances of the learners enrolled at RRCs are being attended to by the RRCs themselves.

6.2 Student Support Cell at RCs

Each RC has a Student Support Cell, mostly consisting of an academic who is the in-charge of

the Cell; supported by a JAT or a Computer Operator. In the case of RCs with larger enrolments, the

staff structure may vary. This cell is mainly responsible to render pre-admission and post admission

guidance and assistance to the learners who are visiting RC in person, to attend to their grievances and

redress them. The cell also attends to learner communications received through e-mail, portals, and face

book page (wherever applicable) and telephone calls.

The Student Support Cell at the RC provides latest information to the learners and many a times

equips them with the relevant literature. Thus, the RC serves the purpose of an Information Centre or

Publicity Centre as well. For quick and satisfactory disposal of queries, informative material can be

developed at the RC besides the usual information handbook and brochures of IGNOU. The material

developed should be brief, to the point, updated and absolutely relevant.

6.3 Types of concerns attended to and redressed

The various information services at the SSC (HQs and RCs), including general and specific enquiry

have been discussed in Chapter 2. The specific enquiries are once again enlisted below and the

issues dealt with by RCs are described in detail.

Correction or Change of Address/Email/mobile no/ name/susername

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Change of RC/SC

Change of Medium, Courses and Programme

Identity card related issues

Receipt of study materials

Issue of Migration Certificate

Non-receipt of Grade Card/ Degree

Issue of bonafide certificate

Besides the above issues, as mentioned earlier there are other student concerns, listed below, for which

the RC advises the procedure and asks the learner to contact headquarters and submit request in

prescribed formats as per referred annexures.

Issue of Bonafide Certificate

Issue of official transcripts (Annexure 6.1), GC/PC, Degree and duplicate ones

(Annexure 6.2 and 6.3)

Credit transfer (Annexure 6.4) Issues related to online admission

Issues related to online admission

IGNOU has recently established Regional Evaluation Centre from where learners can avail the following services:

Early declaration of results (Annexure 6.5) and application for improvement

(Annexure 6.6)

Photocopy of answer sheets (Annexure 6.7) and re-evaluation (Annexure 6.8)

Filling up of TEE form (Annexure 6.9)

Due to mobility of the learners, they are required to get their address for correspondence and LSC

changed during their course of study. The change of LSC may be within the region and across the region

also. This is a high priority function which requires being out in a time bound manner.

Correction or Change of address/email/mobile no. / name/ susername

As per the procedure notified by the SRD, for the above changes, the learners are required to submit a

formal signed request in the prescribed format at the RC. The format (Annexure 6.10) is posted on the

website of IGNOU at the ‘’student zone’’. The request is processed at the RC on priority basis. After

verification of records (original application form) available at the RC before the change is incorporated

in the data base of the RC and the data is then updated on the following link:

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http://admission.ignou.ac.in/changeadmdata/. The changes are also posted on the website of IGNOU for

the information of the learners. This information is given to the LSCs concerned. The students are also

advised to inform their LSCs about changes in their address/ name, mobile numbers etc. promptly.

Change of RC/LSC

In cases of inter-regional changes of LSCs, the application in prescribed format (Annexure 6.11) shall

be sent to the other Regional Director along with all records of the student maintained at the RC, under

intimation to the Coordinator of the original LSC. Requests for inter –regional transfers in Computer

Education Programmes (CIC.BCA, MCA), BSc, B.Sc Nursing, and PGDMCH and other practical

oriented programmes generally not considered. However, learners of these academic programmes are

required to obtain No Objection Certificate (NOC) from the Regional Director where the learners intend

to get transferred. Records of these learners are transferred only after receipt of NOC from the RC

concerned. Requests for change of LSC and region in case of B Ed. Programme are to be forwarded to

the SRD for placement before the Vice Chancellor for consideration.

Change of Medium, Courses and Programme

As part of its flexibility, the University gives one chance for registered learners to get their academic

programme, courses, electives, medium of instruction changed within one month from the date of receipt

of first dispatch of study material. These requests are considered at the RC level and should be submitted

with the following documents.

The application in the prescribed format (Annexure 6.12) enclosed with the wrapper/ envelope in

which the material was received;

The study material received;

Fee (through a demand draft drawn in favour of IGNOU payable at the city of RC or electronic mode

such as POS etc), charged which is revised from time to time for change of electives, and for

change of academic Programme from BA to BCOM, BTS; BCOM to BA, BTS: BSC. to BA,

BCOM, BTS;

No extra / additional counselling will be conducted in such cases. In the case of students who have

received most of the material and seek a change, it will be treated as re-admission to a new course in

the next session subject to the limit of credits allowed. The Regional Director may ensure that these

are properly communicated to the students through LSCs.

http://admission.ignou.ac.in/changeadmdata/

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Issue of Migration Certificate

Migration Certificate is issued to the learners who have completed the academic Programme from the

University. For the same, the learners must submit an application in prescribed format (Annexure 6.13)

for issue of the Migration Certificate enclosing the Grade Card in support of their qualifying in all the

examinations and assignments of the academic programme and f prescribed amount which changes from

time to time should be deposited towards the processing fee. The application and the certificate /grade

card enclosed are verified from the records available at the RC, if necessary from the website of IGNOU

before issue of the Migration Certificate to the applicant.

Issue of Bonafide Certificate

Bonafide Certificate is issued, on request, to students who register for a semester /year. For example, a

student of any Bachelor Degree with annual registration is eligible to get Bonafide certificate for the year

of registration only. There may be situations when a learner may request for bonafide certificate in a

format brought by him. Such formats should be carefully studied at the RC and if found satisfactory, the

Certificate should be issued only through the official stationery of the RC.

6.4 Facilitation in availing scholarships and redressal of grievances therein

The Ministry of Welfare, Govt. of India, by their letter No: 11017/03/87-SCH. CELL dated 5 October

1989 has ordered reimbursement of fee to SC/ST students pursuing correspondence courses. It is the

responsibility of the RCs to help SC/ST students in getting reimbursement of fees from the respective

State Governments. The procedure to be followed is placed below:

Send SMS to the SC/ST students to apply online at the respective National/State government portal

for the reimbursement of fees;

Get the form verified and authenticated by the Regional Director;

Submit the form to the office of the district social welfare department;

As per recent circular issued by Planning and Development Division, IGNOU HQs. New Delhi the

admission fee for students of BA, BCOM. BTS, BSW, BSC and BCA etc are exempted;

The off line scholarship applications may be forwarded to the respective department in time.

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For SC/ST scholarships, scholarships of the Ministry of Minority Affairs (MoMA), Pre/Post Matric

scholarships or any other scholarship announced by the central government on the National

Scholarship Portal (NSP) (screenshot attached as Figure 6.1) or the Delhi Govt.’s scholarship portal,

i.e., the e-district portal (Figure 6.2), verification of scholarship application has to be made online by

the RCs before the deadline.

Figure 6.1: A screen shot of NSP

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Figure 6.2: A screen shot of e-district portal

6.5 RCs as part of Centralized Grievance Redressal Network

According to the PG PORTAL, GOI, “No administration can claim to be accountable, responsive and

user-friendly unless it has established an efficient and effective grievance redress mechanism.” In fact,

the grievance redressal mechanism of an organization is the measure of its efficiency and effectiveness.

Every RC should take proactive steps to prevent the turning of an enquiry into a complaint and a

grievance.

Grievances could be a result of unavailability of student support services, excessive delays, impolite

staff behavior, discrimination or malpractices. The effectiveness of grievance redressal can be assessed

based on the count and nature of cases received, time taken for corrective action and the repetitive nature

of grievances.

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The SSC at HQs and all the RCs have the mandate to provide the right information at the right time,

redress grievances at every stage, provide counselling from time to time and bridge the gap between the

organization and the learner. They work with the motto of maintaining ‘zero grievance’ and advancing a

culture of safety, transparency and justice; thereby improving student experience and attaining absolute

student satisfaction.

Procedure for handling grievances

Grievances from the students and other stake holders are received through different channels, namely,

Receipt of grievances through letter and by hand:

Needless to say that we enter receipt of dak into our Diary Register and transmit the same to the

authority concerned on daily basis. As discussed earlier, every RC has to have a dedicated cell for

redressal of grievances. Diary and dispatch section at the RC should be instructed to hand over such daks

immediately to the concerned authority/cell. To keep track, the cell should maintain a separate Register

mentioning the date of receipt of grievance, date of handing over the same to the concerned authority

concerned for action/inputs, date of redressal of grievance and date of response to the complainant.

Receipt of grievances through e-mail:

RC should maintain a dedicated Email ID and publicise it extensively. As it is easier to handle

complaints and grievances received through this mode, it should be redressed within 2 days if it is

related to RC/LSC and it should be forwarded immediately if it is related to the Headquarters.

Receipt of grievances through CPGRAMS, INGRAM, RTI MIS online, PGMS of GNCTD, UGC

online and iGRAM Portals:

To work effectively on the various portals of the Government of India, namely CPGRAMS Portal, UGC

on line Portal, INGRAM, Delhi Govt. Public Grievance Monitoring System and RTI MIS Portal, the

mechanism is centralized linking all RCs with the Student Service Centre at the headquarters as

represented through Figure 6.3 Nodal persons have been identified at each RC/School/Division, thereby

establishing/strengthening linkages in the Grievance Redressal Network of the University. This

arrangement has strengthened and made the Grievance Redressal Mechanism of IGNOU more robust.

For CPGRAMS, INGRAM, RTI MIS online and iGRAM Portals, grievances received are forwarded

through the portal itself by the Student Service Centre at headquarters to the RC concerned. The RCs are

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also informed about the receipt of grievances through mails and if required through telephone calls. Each

RC has a separate user id and password, using which it can log in to the specific portal using specific

web link and respond to the grievances within a week. If required, the RC should call the learner and

provide clarifications. If inputs are to be taken from Schools or functional divisions like Student

Evaluation Division or Material Production and Distribution Division at headquarters, it should do so,

keeping the student informed.

In the case of UGC and Delhi Govt. Public Grievance Monitoring System portals, the grievances are

received at the Student Service Centre at headquarters and information is obtained from respective RCs

by SSC, IGNOU HQs through mails and/or phone calls. Based on inputs received, a reply is prepared

and submitted by SSC.

Student Grievance Redressal Network of IGNOU

SED &

SRD

SSC

H

E

L

P

D

E

S

K

A

T

R

C

sACD/ADMN./

OTHERS

SCHOOLS

Towards Zero Grievance

RSD

E-mail

Fax

Letters

RTI MIS

Portal

PG Portal

(CPGRAMS)

UGC

Online

Grievance

PortalNational

Scholarship

Portal

Phone calls

Face to face

IGNOU

Portal

(iGRAM)

S

F

C

s

a

t

S

C

s

INGRAM

Figure 6.3: Student Grievance Redressal Network of IGNOU

If required, the RC should call the learner and provide clarifications. If inputs are to be taken from

Schools of Studies at hqrs or functional divisions, the RC should do so, keeping the student informed.

The RC should try to respond to student grievances ensuring minimum average disposal time and keep

track of the same.

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6.5.1 CPGRAMS

Public Grievances Redressal is one of the flagship initiatives of the government for reformation in

governance through addressing the grievances of general public. As part of the initiative, Centralized

Public Grievance Redress and Monitoring System (CPGRAMS) was created in March 2016 (Figure

6.4). Its specific features include, monitoring dash board for the senior officers, holistic view by

Grievance Monitor, enhanced operability and provision to forward multiple grievances to a single

department in one stroke and to multiple departments. SSC as the nodal office has been given a user id

and password to log in to the portal and further SSC has created sub nodes with separate user ids and

passwords for each RC/School/Division/Cell of IGNOU. The procedure for handling grievances has

been mentioned in the earlier section.

Figure 6.4: A screen shot of CPGRAMS

6.5.2 UGC Online Students Grievance Redressal Portal

The UGC's Students Grievance Redressal Portal (Figure 6.5) was launched by MHRD on 23rd March

2015 to facilitate online registration of students' grievances, send reminders and check action-taken and

for curbing unfair practices in higher education institutions and provide effective mechanism for

redressal of grievances. SSC as the nodal office has received a user id and password to log in to the

portal. The portal does not have the provision for forwarding grievances and therefore, as mentioned

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earlier based on inputs received from respective RCs/Divisions/Schools, a reply is prepared and

submitted by SSC.

Figure 6.5: A screen shot of UGC GR Portal

6.5.3 INGRAM

The Department of Consumer Affairs has launched this portal as an integrated Grievance Redress

Mechanism (INGRAM) (Figure 6.6) for bringing all stakeholders onto a single platform. Consumers

can register their grievances online through this portal. The portal will also help in creating awareness

among consumers to protect their rights and inform them of their responsibilities. As per communication

received from MHRD, IGNOU has registered itself as a convergence partner of the National Consumer

Helpline and has been allotted user id and password to attend to grievances on INGRAM.

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Figure 6.6: A screen shot of INGRAM

6.5.4 IGNOU Grievance Redressal and Management (iGRAM)

IGNOU has developed i-GRAM, which is a centralized web based grievance redressal portal. iGRAM

has been developed with the objective of quick resolution/redressal of student grievances. The portal is

available at the web link http://igram.ignou.ac.in/. The students can submit their query through this link

and will be issued a GS Token number. They can further keep track of the grievance through this token

number. A screen shot of iGRAM is presented as Figure. 6.7.

http://igram.ignou.ac.in/

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Figure 6.7: A screen shot of iGRAM

6.5.5 Public Grievance Monitoring System, Govt. of NCT of Delhi

This online portal (Figure: 6.8) for providing a comprehensive mechanism for speedy redressal of

grievances of the public against the Departments of GNCTD has been designed, developed and hosted

by National Informatics Centre (NIC) and is owned and maintained by PGMS, Chief Minister’s Office,

Government of NCT of Delhi. The portal has a provision of tracking of status of grievances. Grievances

related to IGNOU which are received on this portal are forwarded as hard copy or by email. Inputs on

the grievances are sought from RC/School/Division concerned and response is prepared and submitted

by the Student Service Centre.

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Figure: 6.8: A screen shot of PGMS of GNCTD

6.5.6 RTI MIS Online

The RTI Online Web Portal (Figure: 6.9) is another milestone in the regime of RTI that aims

to further promote participation of citizens in the process of governance and policy making decisions of

the Government. Launched on 21st August 2013, the portal has been developed by National Informatics

Centre (NIC) at the initiative of Department of Personnel and Training (DoPT). This is a facility for the

Indian Citizens to file RTI applications online and first appeals and also to make online payment of RTI

fees. This system works as RTI MIS also. The details of RTI applications received through post could

also be entered into this system. The citizens can check the real time status of their RTI applications/first

appeals filed online.

SSC as the nodal office for handling the Portal at IGNOU has been given a user id and

password to log in to the portal and further SSC has created sub nodes with separate user ids and

passwords for each RC/School/Division/Cell of IGNOU. Grievances received are forwarded through the

portal itself by the Student Service Centre at headquarters to the RC concerned to be disposed off in the

prescribed manner and within the given time frame.

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Figure: 6.9: A screen shot of RTI MIS Online Portal

For the RCs the priority should not be just disposing off the grievances but going into the depth of the

student problem and trying to resolve it to the satisfaction of the student. For the same, regular initiatives

need to be taken to create sensitization among staff about organizational and work ethics so as to prevent

turning of an enquiry into grievance, encourage teamwork spirit and handholding and going that extra

mile for the students.

6.6 Committees Against Sexual Harassment

The ‘IGNOU Policy for the Prevention, Prohibition and Punishment of Sexual Harassment of Women,

2008’ and ‘IGNOU Rules and Procedures for the Prevention, Prohibition and Punishment of Sexual

Harassment of Women at the Workplace, 2008’ are in place and can be accessed at

http://www.ignou.ac.in/userfiles /Policy_English.pdf .

http://www.ignou.ac.in/userfiles%20/Policy_English.pdf

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There are four kinds of Internal Complaints Committees against Sexual Harassment which are functional

in the University, viz., Regional Services Division Committee against Sexual Harassment (RSDCASH),

RCs Committee against Sexual Harassment (RCCASH), IGNOU Committee against Sexual Harassment

(ICASH) and Apex Committee against Sexual Harassment (ACASH).

RC Committee Against Sexual Harassment (RCCASH) is a complaints and redressal body to be set up in

each RC of IGNOU. This Committee shall have jurisdiction over all complaints received at the RC and

all LSCs within the supervisory jurisdiction of that RC. The Chairperson of the RCCASH should

preferably be a woman member of IGNOU. In case no appropriate woman member is available at the

RC, an external woman member will function as the Chairperson. Regional Services Division

Committee Against Sexual Harassment (RSDCASH) is the appellate and supervisory body, which shall

oversee all RCCASH committees within its supervisory jurisdiction. It will function as the overseeing

body for all awareness and preventive work related to this Policy at all RCs and LSCs.

Composition and Method of Constitution RCCASH

a) Composition: RC Committee Against Sexual Harassment (RCCASH) shall be composed of a total of

5 members drawn from the following categories:-

Two Academic staff members

Two non teaching staff members of which 1 shall be from the “officers” category and 1 from

“other staff” category.

One woman with known contribution to women’s issues, to be co-opted by the Committee from

outside the RC.

b) Procedure of Constitution of RCCASH: A panel of names for RCCASH committees will be

recommended by RSDCASH for each RC, and nominated by the Vice-Chancellor.

c) Procedure of Constitution of first RCCASH:

i. A panel of names for first time RCCASH committees for each RC will be recommended by the

Director of the Regional Services Division, in consultation with the academic and non teaching

staff of the Regional Services Division and shall be nominated to the RCCASH by the Vice-

Chancellor;

ii. To ensure a measure of continuity in the Committees Against Sexual harassment, each of the

outgoing Committee Against Sexual Harassment shall nominate one person from among them to

continue as a member of the said Committee for another term of 2 years;

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iii. The representation on the Committee of the category to which the member nominated by the

Committee to continue belongs shall accordingly be adjusted to ensure that no category of

members is over represented; and

iv. In no event shall any member of Committee continue as a member for more than 2 terms i.e., 4

years.

Guidelines for all Committees Against Sexual Harassment:

a) The Chairperson (woman) and members of the committee to be nominated by the VC from the

panels recommended;

b) At least 50% of the members in each of these categories should be women;

c) The term of each Committee shall be two years. The previous Committee will however continue

till the new Committee is constituted;

d) In the event of the expiry of the term of a Committee Against Sexual Harassment during the

pendency of an enquiry then for purposes of that complaint the Committee Against Sexual

Harassment will be regarded as a valid Committee, under this Policy and Service Rules, till the

submission of the Enquiry Report to the disciplinary authority;

e) A person shall be disqualified from being appointed, elected, nominated or designated as, or for

being continued as, a member of any Committee Against Sexual Harassment if there is any

complaint concerning sexual harassment pending against him, or if he has been found guilty of

sexual harassment/serious misconduct.

In addition to conducting enquiry and submitting report on a received case within the stipulated time, the

RC may take the following steps to ensure gender sensitization and a safe working environment as laid

down in the IGNOU Rules and Procedures for the Prevention, Prohibition and Punishment of Sexual

Harassment of Women at the Workplace, 2008. http://www.ignou.ac.in/userfiles/Rules%20and%20

Procedures _%20English.pdf .

A. Preventive

Gender Sensitization and Orientation

To work towards creating an atmosphere promoting equality, non discrimination and gender

justice;

http://www.ignou.ac.in/userfiles/Rules%20and%20%20Procedures%20_%20English.pdf

http://www.ignou.ac.in/userfiles/Rules%20and%20%20Procedures%20_%20English.pdf

134

To promote and facilitate measures to create a work and study environment that is free of

sexual harassment of women;

To publicize widely the policy against sexual harassment in Hindi, English and the language

of the region where the Centre is located, especially through the prospectus, programme

guide or other appropriate document and display the same on notice boards, website, offices

and residential areas etc. Sensitization and awareness messages towards sexual-harassment-

free workplace are to be disseminated widely at the LSCs, through emails. Bilingual

awareness colour posters giving information on what constitutes an offence under the Sexual

Harassment of Women at Workplace (Prevention, Prohibition and Redressal) Act-2013 may

be created and put up at the RC and all LSCs in the network;

The ACASH shall publicize the phone numbers of the Security Office at the Headquarters

and create a 24 hour helpline from where calls can be forwarded to persons designated by

ICASH;

Every recruitment/admission announcement must state: IGNOU has a policy against sexual

harassment and is committed to providing an environment free from sexual harassment of

women at the workplace;

To regularly organize and carry out programmes for gender sensitization of IGNOU members

through workshops, seminars, posters, film shows, debates etc. Activities like popular talks

on women empowerment, discussions and competitions may be initiated which would have

an impact on providing a congenial working environment, free from gender bias;

All new service /employment/consultancy or any other contract for work with any member of

IGNOU at all centres shall include the policy against Sexual Harassment as part of the

contract;

Those already in service shall be asked to sign this Policy;

The Complaints Committee shall take suo moto notice of grave violations of the basic

principles of gender sensitivity and gender justice on the campus. A dedicated e-mail ID may

be created as a helpline for all complaints regarding sexual harassment for IGNOU

employees at IGNOU RCs, LSCs and IGNOU learners across the country.

B. Remedial

Enquiry

To receive and take cognizance of complaints made about sexual harassment of women at the

workplace;

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To conduct enquiries into these complaints, place findings before the concerned disciplinary

authority and recommend penalties against the harasser in accordance with the laid down rules

and procedures;

To ensure the safety of the complainant and witnesses during the pendency of the enquiry and till

the final determination of the complaint, by advising the concerned authorities to issue warnings,

suspension or any other order, if the harasser harasses or intimidates the complainant or

witnesses;

To make efforts to ensure that the complainants and the witnesses are not further victimized or

discriminated against while it is dealing with the complaint. The committee shall take action

against anyone who threatens or intimidates the complainant or members of the committee. This

may be in the nature of issuing a restraining order against the defendant or any other person/s;

To seek medical, police and legal intervention with the consent of the complainant.

To make arrangements for appropriate legal, psychological / emotional and physical support for

the complainant if she so desires;

In the case of third party/ outsider harassment, with the consent of the aggrieved woman the

University shall initiate action by making a complaint with the appropriate authority having

jurisdiction over the offence. Further, the University and the committee will actively assist and

provide available resources to the complainant woman in pursuing the complaint.

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List of Annexures

Chapter 1

Annexure 1.1: List of Regional Centres

Annexure 1.2: List of Recognized Regional Centres

Chapter 2

Annexure 2.1: Basic Information Part – I Proforma for Establishment of IGNOU Learner Support Centre

Annexure 2.2: Guidelines for Filling the Proforma-Basic Information about Institution /Region

Annexure 2.3: Memorandum of Understanding of a Learner Support Centre

Annexure 2.4: Memorandum of Understanding of a Special Learner Support Centre

Annexure 2.5: Visit Report of Regional / Assistant Regional Director for establishing of a Learner Support Centre / Special

Learner Support Centre

Annexure 2.6: Note sheet to be filled in by Regional Director and sent along with the proposal for establishment of Learner

Support Centre / Special Learner Support Centre

Annexure 2.7: Proforma for Activation of Additional Programme at an Existing Learner Support Centre

Annexure 2.8: Proforma for Transmission of Bio-Data for Empanelment of Academic Counsellors for All Master’s,

Bachelor’s, Diploma and Certificate Programmes

Annexure 2.9: Bio-Data Proforma for Academic Counsellors for All Master’s, Bachelor’s, Diploma and Certificate

Programmes .

Annexure 2.10: Format for Counselling Schedule to be prepared by LSC Coordinator

Annexure 2.11: Format for Monthly Report of Programme wise Counselling Sessions from the Coordinator

Annexure 2.12: Format for Consolidated Monthly Feedback Report of Counselling from all LSCs in the Region

Annexure 2.13: Format for Report of LSC Monitoring Visit by RC Academics

Annexure 2.14: Format for Report of Exam Centre Monitoring Visit by RC Academics

Annexure 2.15: Format for Monthly Evaluation Reports by LSC to RC

Annexure 2.16: Format for Management of Assignments Records/Register at the LSC

Annexure 2.17: Proforma II for Consent of the TEE Centre to be sent to RC

Annexure 2.18: Proforma I for Consolidated Statement and List of the TEE Centre to be sent by RC to SED

Annexure 2.19: Visit Report Format for Observers of TEE

Annexure 2.20: Bill Format for Observers of TEE

Annexure 2.21: Format for Attendance Sheet of Participants of Orientation Programme

Annexure 2.22: Format for Certificate of Participation

Annexure 2.23: Format for Feedback from Participants of Orientation Programme

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Chapter 3

Annexure 3.1: Release of honorarium to part time staff at LSC.

Annexure 3.2: Performance appraisal form (Coordinator)

Annexure 3.3: Payment release

Annexure 3.4: Leave application

Annexure 3.5 Leave application for EL/CCL/Extension of leave

Annexure 3.6: Budget estimates

Annexure 3.7: Approved rates of payment: Support Services at LSC

Annexure 3.8: Maintenance of Imprest Register

Annexure 3.9: Settlement of special advance

Annexure 3.10 Remittance of fee to RSD

Annexure 3.11: List of standard items for furniture and equipments of RC

Annexure 3.12: Proforma for stock verification report

Annexure-3.13: Proforma for medical claim for outdoor treatment

Annexure 3.14: Proforma for medical claim for indoor treatment

Annexure 3.15: LTC Bill

Annexure 3.16: Application for grant of Transfer TA advance

Annexure 3.17: Settlement of transfer TA advance

Annexure 3.18: TA, DA form

Annexure 3.19: Claim for compensatory leave/ honorarium

Annexure 3.20: Postage utilization certificate

Chapter 4

Annexure 4.1: Proforma for establishment of LSC (refer Annexure 2.1 to 2.6)

Annexure 4.2: Proforma for establishment of SLSC (Same as above)

Annexure 4.3:Proforma for Bio Data of Academic Counsellor (refer Annexure 2.9)

Annexure 4.4: Proforma for Counselling Schedule (refer Annexure 2.11)

Annexure 4.5: Proforma for remuneration bills of counselling charges

Annexure 4.6: Format for records of submission of assignment responses (refer Annexure 2.19)

Annexure 4.7: Proforma for Assessment Sheet for programme where marks allotted

Annexure 4.8: Proforma for Assessment Sheet for programme where grades are used

Annexure 4.9: Proforma for Award list for assignments where marks awarded

Annexure 4.10: Proforma for Award list for assignments where grades awarded

Annexure 4.11: Proforma of Note Sheet for forwarding assignment awards

Annexure 4.12: Proforma of remuneration bill for evaluation of assignments/ handling charges (Evaluator)

Annexure 4.13: Proforma for summary of remuneration bill for evaluation of assignments/ handling charges (Coordinator)

Annexure 4.14: Proforma for Status Report on tutor marked assignments submitted by the student

Annexure 4.15: Proforma for appointment of Coordinator at LSC

Annexure 4.16: Proforma for appointment of part time staff at LSC

Annexure 4.17: Proforma for renewal of appointment of part time staff at LSC

Annexure 4.18: Proforma for renewal of appointment of Coordinator of LSC (refer Annexure 3.2)

138

Annexure 4.19: Proforma for Bill for Recoupment of Imprest

Annexure 4.20: Proforma for Bill for Computer Hire Charges

Annexure 4.21: Proforma for Bill for Machine Room Operator

Annexure 4.22: Proforma for Data on Monthly Monitoring of Assignments

Chapter 5

Nil

Chapter 6

Annexure 6.1: Prescribed form for Change of Address/Name

Annexure 6.2: Prescribed form for Change of RC/SC

Annexure 6. 3: Prescribed form for Change of Medium/Courses/Programme

Annexure 6.4: Prescribed form for issue of Migration certificate

Annexure6. 5: Prescribed format for issue of Official Transcript

Annexure6. 6: Prescribed format for issue of Duplicate copy of Diploma/Degree/Certificate

Annexure 6.7: Prescribed format for issue of Duplicate copy of GC

Annexure 6.8: Prescribed format of request for credit transfer

Annexure 6.9: Prescribed format of request for early declaration of results

Annexure 6.10: Prescribed format of request for Improvement in Division/Class

Annexure 6.11: Prescribed format of request for photocopy of answer scripts

Annexure 6.12: Prescribed format of request for re-evaluation

Annexure 6.13: Prescribed format for filling up TEE form

139

Annexure – 1.1

Indira Gandhi National Open University

Regional Services Division List of Regional Centres

S. N.

REGIONAL

CENTRE,

CODE AND NO

OF LEARNER

SUPPORT

CENTRES

ADDRESS OF THE REGIONAL CENTRE

TEL., FAX & E-MAIL JURISDICTION

1. AGARTALA,

RC CODE : 26

REGIONAL DIRECTOR,

IGNOU REGIONAL CENTRE,

M.B.B. COLLEGE COMPOUND,

P.O. AGARTALA COLLEGE,

AGARTALA – 799004

TRIPURA,

PH. OFF : 0381-2519391,

FAX- 0381-2516266,

E-Mail : [email protected]

STATE OF TRIPURA (DISTRICT:

DHALAI, NORTH TRIPURA , SOUTH,

TRIPURA , WEST TRIPURA, GOMATI,

KHOWAL, SEPA HIJALA, UNOKOTI)

2. AHMEDABAD,

RC CODE : 09

REGIONAL DIRECTOR,


OPP. NIRMA UNIVERSITY SARKHEJ,

GANDHI NAGAR HIGHWAY CHHARODI,

AHMEDABAD – 382481, GUJRAT

PH OFF – 02717-242975, 241579, 242976

FAX : 02717-241580


STATE OF GUJARAT (DISTRICT:

AHMEDABAD, ANAND,

BANASHKANTHA , BHARUCH,

DAHOD, GANDHI NAGAR, MESHANA ,

PATAN, SABARKANTHA, SURAT,

VADODARA , VALSAD, DANG,

KHEDA, NARMADA, NAVSARI,

PANCHMAHAL, TAPIARAVALLI),

DAMAN & DADRA NAGAR HAVELI

(U.T)

3. AIZWAL,

RC CODE : 19

REGIONAL DIRECTOR,


HOUSE NO. YC-10, ROPIRA BUILDING,

CHALTLANG DAWRKAWN, AIZAWL -

796012, MIZORAM,

PH.O FF : 0389-2395260, 2311692


STATE OF MIZORAM (DISTRICT :

AIZWAL, LUNGLEI, KOLASIB, MAMIT,

SERCHHIP, SAIHA , CHAMPHAI,

LAWNGTLAI)

4. ALIGARH,

RC CODE : 47

REGIONAL DIRECTOR,


3/310, MARRIS ROAD ALIGARH -202001,

UTTARPRADESH

PH. OFF : 0571-2700120, 2701365

FAX : 0571-2402147


STATE OF UTTARPRADESH

(DISTRICT: ALIGARH, AGRA ,

BUDAUN, ETAH, ETAWAH,

FIROZABAD, J.P.NAGAR, KASHIRA

MNAGAR/KASGANJ,

MAHAMAYANAGAR, HATHRAS,

MAINPURI, MATHURA , MORADA

BAD, RAMPURA NDSAMBHAL)

5. BANGALORE

RC Code: 13

REGIONAL DIRECTOR,


STATE OF KARNATAKA (DISTRICT:

BANGALORE, BANGALORE RURAL,





140

NSSS KALYANA KENDRA 293,

39TH CROSS, 8TH BLOCK JAYA NAGAR,

BANGALORE - 560070 KARNATAKA

PH. OFF : 080-26654747/26657376

FAX : 080-26644848

E-mail : [email protected]

CHIKBALLAPUR, CHITRADURGA,

DAVANAGERE, KOLAR, SHIMOGA,

TUMKUR, RAMANAGARA,

CHAMARAJA NAGAR,

CHIKMAGALURDA KSHINA

KANNADA , HASSAN, KODAGU,

MANDYA , MYSORE, UDUPI)

6. BHAGALPUR

RC CODE: 82

REGIONAL DIRECTOR,


3RD FLOOR, SUMAN PLAZA , CENTRAL

JAIL RD., TILKAMANJHI, BHAGALPUR -

812001 BIHAR

PH. OFF : 0641-610055/2610066

E-MAIL :[email protected]

STATE OF BIHAR (DISTRICT:

BHAGALPUR, BANKA & MUNGER)

7. BHOPAL

RC CODE : 15

REGIONAL DIRECTOR,


12, ARERA HILLS,

BHOPAL - 462011

MADHYA PRADESH

PH. OFF : 0755-2578455/ 2578452/ 2762524

FAX : 0755-2578454


STATE OF MADHYA PRADESH

(DISTRICT: ALIRAJPUR, BHIND,

DATIA, HARDA, KHANDWA ,

MANDSAUR, NEEMUCH, RAJGARH,

SHAJAPUR, BAWANI, BHOPAL,

DEWAS, GUNA , HOSHANGABAD,

JHABUA, KHARGONE, MORENA,

RATLAM, SHEOPUR, VIDISHA, ASHOK

NAGAR, BETUAL, BURHANPUR, DHAR,

GWALIOR, INDORE, RAISEN, REWA ,

SEHORE, SHIVPURI, UJJAIN)

8. BHUBANESHWAR

RC CODE: 21

REGIONAL DIRECTOR,


C - 1, INSTITUTIONAL AREA

BHUBANESHWAR - 751013

ORISSA

Ph. Off : 0674-2301348/2301250/2301352

FAX : 0674-2300349


STATE OF ORISSA (DISTRICT: ANGUL,

BHADRAK, BARAGARH, BALASORE,

CUTTACK, DEOGARH, DHENKANAL,

GANJAM, GAJAPATI, JHARSUGUDA,

JAJPUR, JAGATSINGHPUR,

KHORDHA, KEONJHAR,

KANDHAMAL, KENDRAPARA ,

MAYURBHANJ, NAYAGARH, PURI,

SAMBALPUR, SUNDERGARH) SRC-

KANDHMAL (BALANGIR, SONEPUR,

BOUDH)

9. BIJAPUR

RC Code : 85

REGIONAL DIRECTOR,


ANANDA MAHAL, OLD ZP OFFICE,

DR. B.R. AMBEDKAR CIRCLE,

VIJAYAPURA - 586101 KARNATAKA

Ph. Off : 08352-252006

FAX : 08352-256005


STATE OF KARNATAKA COVERING

(DISTRICTS BAGALKOTE, BIJAPUR,

BIDAR, GULBARGA ,

KOPPALRAICHUR, YADGIR, HAVERI,

GADAG, BELLARY, BELGAUM AND

DHARWAD)

STATE OF MAHARASHTRA

(DISTRICTS SOLAPUR, LATUR)

10. CHANDIGARH

RC Code : 06

REGIONAL DIRECTOR,


SCO ; 208, SECTOR – 14,

PANCHKULA – 134109

HARYANA

Ph. Off : 0172 – 2590208, 2590277, 2590278

FAX : 0172-2590279


STATE of PUNJAB (DISTRICT:

PATIALA, MOHALI, RUP NAGAR,

FATEHGARH SAHEB), STATE of

HARYANA (DISTRICT: AMBALA,

PANCHKULA), CHANDIGARH (U.T.)







141

11. CHENNAI

RC Code : 25

REGIONAL DIRECTOR,


3rd FLOOR, G R COMPLEX 407-408,

ANNA SALAINANDANAM, CHENNAI–

600035 TAMILNADU

Ph. Off - 044-24312766, 24312979

Fax : 044-24312799

E-mail - [email protected]

STATE OF TAMIL NADU (DISTRICT:

CHENNA I, THIRUVALLUR,

KANCHIPURAM, VELLORE,

THIRUVANNAMALAI, KRISHNAGIRI,

DHARMAPURI, SALEM, NAMAKKAL,

VILLUPURAM, CUDDALORE,

PERAMBALUR, NAGAPATTINAM,

PUDUCHERRY (U.T.)

12. COCHIN

RC CODE : 14

REGIONAL DIRECTOR,


KALOOR COCHIN – 682017

KERALA

Ph. Off – 0484-2340203/2348189/2330891

Fax: 0484-2340204


STATE of KERALA (DISTRICT:

ALAPPUZHA, ERNAKULAM, IDUKKI,

KOTTAYAM, PALAKKAD,

THIRUSSUR, LAKSHADWEEP (UT)

13. DARBHANGA

RC CODE : 46

REGIONAL DIRECTOR,


LALIT NARAYAN MITHLA UNIV.

CAMPUS, KAMESHWAR NAGAR, NEAR

CENTRAL BANK, DARBHANGA-846004,

BIHAR

PH OFF ; 06272-251833, 251862

FAX : 06272-253719


STATE of BIHAR (DISTRICT :

BEGUSARAI, DARBHANGA, EAST

CHAMPARAN, GOPALGANJ, SARAN,

SHEOHAR, SITAMARHI, SAMISTIPUR,

MADUBANI, MUZAFFARPUR & WEST

CHAMPARAN)

14. DEHRADUN

RC CODE : 31

REGIONAL DIRECTOR,


NANOOR KHERA, TAPOVAN, RAIPUR

ROAD DEHRADUN – 248008

UTTRAKHAND

PH. OFF : 0135-2789200

FAX : 0135-2789190


STATE of UTTARAKHAND (DISTRICT :

DEHRADUN, PAURI, CHAMOLI,

TEHRI, UTTRAKASHI,

RUDRAPRAYAG, HARIDWAR,

NAINITAL, ALMORA, PITHORAGARH,

US NAGAR, CHAMPAWAT,

BAGESHWAR) STATE OF UTTAR

PRADESH (DISTRICT : SAHARANPUR,

MUZAFFAR NAGAR, BIJNORE,

SHAMLI (PRABUDH NAGAR)

15. DELHI 1

RC CODE : 07

REGIONAL DIRECTOR,


PLOT NO J-2-1 BLOCK – B 1 MOHAN

COOPERATIVE INDUSTRIAL ESTATE

MATHURA ROAD, NEW DELHI – 110044

PH OFF –011-26990082, 26990083

FAX : 011-26990084


STATE OF DELHI (COVERING AREAS

OF MEHRAULI, CHANAKYA PURI,

LODHI COLONY, SOUTH EXTENSION,

R.K. PURAM, VASANT KUNJ, SAKET,

GREEN PARK, LAJPAT NAGAR, G.K.,

MALVIYA NAGAR, BHOGAL, ASHRAM,

HAUZKHAS, MUNIRIKA , OKHLA ,

SANGAMVIHAR, FRIENDS COLONY,

BADARPUR) STATE OF HARYANA

(DISTRICT: FARIDABAD, PALWAL)






142

16. DELHI 2

RC CODE – 29

REGIONAL DIRECTOR,


GA NDHI SMRITI & DARSHAN SAMITI,

RAJGHAT, NEW DELHI - 110 002

PH.O FF : 011-23392374/23392376,

23392737

FAX : 011-23392375

E-mail – [email protected]


OF KARALA, PRAHLADPUR,

BANAGAR, LIBASPUR, RAMA VIHAR,

RANI BAGH, SULTAN PURI, BUD

VIHAR, MANGOLPURI, PITAMPURA,

JAHANGIRPURI, JHARODAMAJA ,

BURARI, DR. MUKHERJEE NAGAR,

MODEL TOWN, SHAKURPUR

COLONY, GTBNAGAR, ASHOK

VIHAR, SHASTRI NAGAR, CIVIL

LINES, YAMUNA VIHAR,

NANDNAGRIBHR)

17. DELHI 3

RC CODE : 38

REGIONAL DIRECTOR,


F-634-636 PALAM EXTENSION, SAHEED,

RAMPHAL CHOWK (NEAR SECTOR 7),

DWARKA NEW DELHI 110 077 PH.O FF :

011-25088939, 25088944

FAX : 011-25088983



OF MUNDKA , NANGLOIJAT,

PEERAGARHI, PUNJABI BAGH,

BAKARWALA , MEERA BAGH, MOTI

NAGAR, TILAKNAGAR, TILANGPUR,

KOTLA , VIKASPURI, SUBHASH

NAGAR, UTTAMNAGAR, JANAKPURI,

NAZAFGARH, MAHAVIR ENC.,

SAGARPUR, DWARKA , PALAM,

PALAMFARMS, KAPASERA , DHAULA

KUAN , NARAINA , MAHIPALPUR,

MANSAROVARGARDEN) STATE OF

HARYANA (DISTRICT: GURGAON,

MEWAT)

18. DEOGHAR

RC CODE : 87

REGIONAL DIRECTOR,


MANDA KINI SADAN BASUWADIH,

ROHINI ROAD, DEOGHAR,

JASIDIH, JHARKHAND- 814142

Ph - 06432-34448

E-mail – [email protected]

STATE OF JHARKHAND COVERING

(DISTRICTS DEOGHAR, GODDA,

SAHIBGANJ, PAKUR, DUMKA,

JAMTARA, & GIRIDIH)

19. GANGTOK

RC CODE : 24

REGIONAL DIRECTOR,


5th

MILE TADONG, NH – 31A, BELOW

CENTRAL REFERAL HOSPITAL, EAST

SIKKIM, GANGTOK – 737102 SIKKIM

PH : 0359-231102, 270923

FAX : 0359-231103


STATE OF SIKKIM (DISTRICT: EAST

SIKKIM, WEST SIKKIM, NORTH

SIKKIM, SOUTH SIKKIM)

20. GUWAHATI

RC CODE : 04

REGIONAL DIRECTOR,


HOUSE NO 71, GMCH ROAD, CHRISTIAN

BASTI

GUWAHATI-781005 ASSAM

PH.OFF : 0361-2343771/2343785-86

FAX : 0361-2343784

E-mail - [email protected]

STATE OF ASSAM (DISTRICT: KARBI,

ANGLONG, MARIGAON , DARRANG,

KAMRUP, NALBARI, BARPETA,

BONGAIGAON, GOALPARA,

KOKRAJHAR, DHUBRI, NORTH

CACHAR HILLS, CACHAR,

HAILAKANDI, KARIMGANJ,

KAMRUPMET ROPOLITAN, BAKSA,

UDALGURI, CHIRANG)

21. HYDERABAD

RC CODE : 01

REGIONAL DIRECTOR,


STATE OF TELENGANA (DISTRICT:

ADILABAD, HYDERABAD, KARIM






143

PLOT NO 207 KAVURI HILLS PHASE II,

NEAR

MADHAPUR, PS-JUBILEE HILLS (P.O.)

HYDERABAD - 500 033 A. P.

PH OFF: 040-23117550-53

FAX : 040-23117554


NAGAR, KHAMMAM, MEDAK,

MAHABOOB NAGAR, NALGONDA,

NIZAMABAD, RANGA REDDY,

WARANGAL)

22. IMPHAL

RC CODE : 17

REGIONAL DIRECTOR,


ASHAJINA COMPLEX, NORTH AOC

IMPHAL-795001 MANIPUR

PH : 0385-2421190/2421191

FAX : 0385-2421192

E-mail : [email protected] ,

[email protected]

STATE OF MANIPUR (DISTRICT:

BISHNUPUR, CHURACHANDPUR,

CHANDEL, IMPHAL EAST, IMPHAL

WEST, SENAPATI, TAMENG LONG,

THOUBAL, UKHRUL)

23. ITANAGAR

RC CODE : 03

REGIONAL DIRECTOR,


HORN BILL COMPLEX, ’‘C’ SECTOR

(NEAR CENTRAL SCH.) NAHARLAGUN

ITANAGAR-791110, ARUNACHAL

PRADESH

PH : 0360-2247536, 0360-2351705

FAX : 0360-2350990


STATE OF ARUNACHAL PRADESH

(DISTRICT: ANJAW, CHANGLANG,

EAST KAMENG, EAST SIANG,

KURUNG KUMEY, LOHIT, LOWER

DIBANG VALLEY, LOWER SUBA

NSIRI,

PAPUMPARE, TAWANG, TIRAP,

UPPERDIBANG, UPPERSUBANSIRI,

UPPERSIANG, WESTKA MENG, WEST

SIANG)

24. JABALPUR

RC CODE: 41

REGIONAL DIRECTOR,


2ND FLOOR, RAJSHEKHAR BHAVAN,

RANI

DURGAVATI VISHVAVIDYALAYA

CAMPUS,

PACHPEDHI, JABALPUR-482001

PH.O FF :0761-2600411/2609896 /2600219

FAX:0761-2609919

E-MA IL : [email protected]

STATE OF MADHYAPRADESH

(DISTRICT: ANNUPUR BALA GHAT,

CHHINDWARA, DINDORI, JABALPUR,

KATNI, MANDLA, NARSINGAPUR,

SEONI, SHAHDOL, SIDDHI,

SINGRAULI, UMARIA, DAMOH,

PANNA, SAGAR, CHHATA RPUR,

REWA, SATNA, TIKAMGARH)

25. JAIPUR

RC CODE: 23

REGIONAL DIRECTOR,


70/79, SECTOR-7, PATEL MARG, MAN

SAROVAR,

JAIPUR - 302020 RAJASTHAN

PH. OFF:0141-2785730, 2396427

FAX:0141-2784043

E-MAIL: [email protected]

STATE OF RAJASTHAN (DISTRICT:

AJMER, ALWAR, BARAN,

BHARATPUR, BHILWARA, BUNDI,

CHITTORGARH, CHURU, DAUSA,

DHOLPUR, HANUMUNGARH, JAIPUR,

JHALAWAR, JHUNJHUNU, KARAULI,

KOTA, SAWAIMADHOPUR, SIKAR,

SRIGANGANAGAR & TONK)

26. JAMMU

RC CODE: 12

REGIONAL DIRECTOR,


SPMR COLLEGE OF COMMERCE,

PREMISES

AUROBINDO BLOCK, 1ST FLOOR,

CANAL ROAD,

JAMMU - 180001, JAMMU & KASHMIR

PH.OFF:0191-2579572/2546529

FAX:0191-2585154

STATE OF JAMMU & KASHMIR

(JAMMU REGION – DISTRICT:

DODA , JAMMU, KATHUA ,

KISHTWAR,

POONCH, RAJOURI, RAMBAN,

REASI, SAMBA , UDHAMPUR)







144


27. JODHPUR

RC CO DE:88

REGIONAL DIRECTOR


PLOT NO. 439, OPP. PALLINK ROAD,

KAMLA NAGAR HOSPITAL,

JODHPUR-342008 RAJASTHAN

PH.OFF:0291-2012987


STATE OF RAJASTHAN COVERING

DISTRICTS JODHPUR, BARMER,

JAISALMER, RAJASMAND, UDAIPUR,

BIKANER, JALORE, SIROHI,

NAGOUR, DUNGARPUR, PALI,

PRATAPGARH, BANSWARA

28. JORHAT

RC CODE: 37

REGIONAL DIRECTOR

IGNOU REGIONAL CENTRE

JANAMBHUMI, BUILDING, 1ST FLOOR,

TULSI NARAYAN, SARMAH PATH, NEAR

NEHRUPARK, JORHAT-785001 ASSM

PH.OFF:0376-2301116, 2301115


STATE OF ASSAM (DISTRICT:

NAGAON, GOLAGHAT, JORHAT,

SHIVA SAGAR, DIBRUGARH,

TINSUKIA , LAKHIMPUR, DHEMAJI,

SONITPUR, BISWANATH,

CHARAIDEO, HOJAI & MAJULI

29. KARNAL

RC CODE: 10

REGIONAL DIRECTOR


06 SUBHASH COLONY, NEAR HOME

GUARD OFFICE,

KARNAL-132001 HARYANA

PH.OFF: 0184-2271514


STATE OF HARYANA (DISTRICT:

BHIWANI, FATEHABAD, HISAR,

JHAJJAR, JIND, KAITHAL,

KARNAL, KURUKSHETRA ,

MAHENDRA GARH, PANIPAT,

REWARI, ROHTAK, SIRSA,

SONIPAT, YAMUNA NAGAR)

30.

KHANNA

RC CODE:

22

REGIONAL DIRECTOR


I.T.I. BUILDING BULEPUR, (DISTRICT

LUDHIANA)

KHANNA - 141401 PUNJAB

PH.OFF:01628-229993/237361


STATE OF PUNJAB (DISTRICT:

GURDASPUR, AMRIT SAR, TARN

TARAN, KA PURTHALA ,

JALANDHAR, HOSHIARPUR, SBS

NAGAR/NAWA NSHAHR, BARNALA ,

SANGRUR, BATHINDA, MANSA,

MUKTSAR, LUDHIANA,

FEROZEPUR, FARIDKOT, MOGA)

31. KOHIMA

RC CODE: 20

REGIONAL DIRECTOR


NEAR MOUNT HERMON SCHOOL, DON

BOSCO, HR. SEC SCHOOL ROAD,

KENDOUZOU,

KOHIMA – 797001 NAGALAND

PH.OFF : 0370-2260366/2260167

FAX: 0370-2260216

E-MAIL : [email protected]

STATE OF NAGALAND (DISTRICT:

KOHIMA , DIMAPUR, WOKHA,

MOKOKCHUNG, ZUNHEBOTO,

TUENSANG, LONGLENG, KIPHIRE,

MON, PEREN, PHEK)

32. KOLKATA

RC CODE: 28

REGIONAL DIRECTOR


BIKASH BHAWAN, 4TH FLOOR, NORTH

BLOCK, SALTLAKE, BIDHAN NAGAR,

KOLKATA - 700 091

WEST BENGAL

PH.OFF: 033-23349850, 23592719,

033-23589323(RCL)

FAX: 033-23347576


STATE OF WEST BENGAL

(DISTRICT: KOLKATA , NORTH 24

PARAGANAS, SOUTH 24

PARAGANAS, PURBA , MEDINIPUR,

PASCHIM MEDINIPUR, BANKURA,

HOWRAH, HOOGHLY, PURULIA,

BURDWAN, NADIA)

33. KORAPUT

RC CODE: 44

REGIONAL DIRECTOR


STATE OF ORISSA (DISTRICT:

KORAPUT, MALKANGIRI,








145

DISTRICT AGRICULTURE OFFICE ROAD,

BEHIND WOMEN’S COLLEGE AT

/PO/DISTT.-

KORAPUT-764020, ORISSA

PH.OFF : 06852-251535

FAX: 06852-252503


RAYAGADA, NABARANGPUR,

KALAHANDI, NUAPADA )

34. LUCKNOW

RC CODE: 27

REGIONAL DIRECTOR


5-C/INS-1, SECTOR-5,

VRINDAVAN YOJNA , TELIBAGH

LUCKNOW-226029

PH. OFF : 0522-2442832



(DISTRICT: AURAIYA, BAHRAICH,

BALRAMPUR, BANDA, BARABANKI,

BAREILLY, BASTI, CHITRAKUT,

FAIZABAD, FARUKHABA D

(FATEHGARH), FATEHPUR, GONDA ,

HAMIRPUR, HARDOI, JALAUN

(ORAI), JHANSI, KANNAUJ,

KANPUR RURAL, KANPUR URBAN,

KAUSHAMBI, LAKHIMPUR(KHERI),

LALITPUR, LUCKNOW, MAHOBA ,

PILIBHIT, RAEBA REILY,

SHAHJA NANPUR, SHRAVASTI,

SIDHARTHNAGAR, SITAPUR,

UNNAO)

35. MADURAI

RC CODE: 43

REGIONAL DIRECTOR


SIKKANDAR CHAVADI,

ALANGANALLUR ROAD

MADURAI-625018 TAMILNADU

PH.OFF: 0452-2380733

FAX : 0452-2380588


STATE OF TAMILNADU (DISTRICT:

COIMBATORE, DINDIGUL, ERODE,

KARUR, MADURAI, NILGIRIS,

PADUKKOTTAI, RAMA -

NATHPURAM, SIVAGANGA ,

THANJAVUR, THENI,

THIRUVARUR,

TIRUCHIRAPPALLI, TIRUPUR,

VIRUDHUNAGAR, ARIYALUR)

36. MUMBA I

RC CODE: 49

REGIONAL DIRECTOR


2nd and 3rd FLOOR,

KAPPEESH BUILDING, M.G. ROAD,

OPP. TO MULUND RAILWAY STATION,

MULUND (WEST), MUMBA I-400008,

MAHARASHTRA

PH.OFF : 022-25925540,25923159

FAX : 022-25925411



(DISTRICT: MUMBAI, THANE,

RAIGARH, RATNAGIRI PALGHAR,

MUMBAI SUBURBAN)

37. NA GPUR

RC CODE: 36

REGIONAL DIRECTOR


GYAN VATIKA 14, HINDUSTAN

COLONIY

AMARAVATI ROAD NAGPUR 440033

MAHARASHTRA

PH. OFF : 0712-2536999, 2537999, 0712-

2022000

FAX: 0712-2538999



(DISTRICT: AMRAVATI,BULDHANA,

AKOLA, WASHIM, HINGOLI,

PARBHANI, NANDED, YAVATMAL,

WARDHA, CHANDRAPUR, NAGPUR,

BHANDARA, GONDIA, GADCHIROLI)






146

38. NOIDA

RC CODE: 39

REGIONAL DIRECTOR


C- 53,

SECTOR 62 INSTITUTIONAL AREA

NOIDA 201305 UTTAR PRADESH

PH.OFF: 0120-2405012/2405014

FAX: 0120-2405013


STATE OF UTTAR

PRADESH(DISTRICT: GAUTAM BUDH

NAGAR, GHAZIABAD, MEERUT,

BAGHPAT,

BULA NDSHAHR, HAPUR)

STATE OF DELHI (MAYUR VIHAR

PH – I & II, MAYUR VIHAR EXTN.

VASUNDHARA ENCLAVE)

39. PANAJI

RC CODE: 08

REGIONAL DIRECTOR


H.NO. 1576,

NEAR P&T STAFF QUARTERS, ALTO

POVORIM

P.O. POVORIM-403521 GOA

PH.OFF : 0832-2414553


STATE OF GOA

(DISTRICT: NORTH GOA ,

SOUTH GOA), STATE OF

KARNATAKA (DISTRICT:

UTTARAKANNAD)


(DISTRICT: SINGDHDURG)

40. PATNA

RC CODE: 05

REGIONAL DIRECTOR


2ND FLOOR, BISCOMAUN TOWER

WEST GANDHI MAIDAN, PATNA -800001,

BIHAR

PH.OFF: 0612-2219539/2219541

FAX: 0612-2219538


STATE OF BIHAR (DISTRICT: ARWAL,

AURANGABAD, BHOJPUR, BUXAR,

GAYA , JAMUI, JEHANABAD,

KAIMUR,

LAKSHISARAI, NALANDA , NAWADA

,

PATNA , ROHTAS, SHEIKHPURA ,

VAISHALI, SIWAN, CHAPPRA ,

SARAN)

41. PORT BLA IR

RC CODE: 02

REGIONAL DIRECTOR


KANNA DASANGHA BUILDING, NEAR

SYNDICATE

BANK, 18, TAGORE ROAD, MOHANPURA

,

PORT BLAIR, SOUTH-744104

ANDAMAN & NICOBAR, ISLANDS

PH.OFF: 03192-242888

FAX: 03192-230111


ANDAMAN & NICOBAR ISLANDS

(U.T.)(DISTRICT: NORTH & MIDDLE

ANDAMAN, SOUTH ANDAMAN,

NICOBAR)

42. PUNE

RC CODE: 16

REGIONAL DIRECTOR


1ST FLOOR, MSFC BUILDING

270, SENAPATI BAPAT ROAD

PUNE - 411 016 MAHARASHTRA PH.OFF:

020-25671867/25651321

FAX: 020-25671864



(DISTRICT: NANDURBAR, DHULE,

JALGAON, AURANGABAD, NASIK,

JALNA , AHMADNAGAR, BID, PUNE,

OSMANABAD, SANGLI, SATARA,

KOLHAPUR)





147

43.

RAGHUNATH

GANJ

RC CODE: 50

REGIONAL DIRECTOR


BAGAN BARI, NEAR DENA BANK,

FULTALA ,

MURSHIDABAD RAGHUNATHGANJ

WEST BENGAL-742225

PH.OFF: 03483-271555/271666


STATE OF WEST BENGAL

(DISTRICT: MURSHIDABAD,

BIRBHUM, MALDA )

44. RA IPUR

RC CODE: 35

REGIONAL DIRECTOR


IGNOU COMPLEX, KACHNA

RAIPUR - 492014

CHHATTISGARH

PH.OFF: 0771-2283285, 2971322

FAX: 0771-2971323


STATE OF CHHATTISGARH

(DISTRICT: BILASPUR, DHAMTARI,

DURG, JANJGIR-CHAMPA ,

JASHPUR, KANKER, KAWARDHA ,

KORBA , KORIYA , MAHASAMUND,

RAJGARH, RAIPUR, RAJNANDGAON,

SURA JPUR, SARGUJA, BALOD,

BALOD BAZAR, BALRAMPUR,

BEMETARA, GARIABANDH,

MUNGELI, BASTAR, NARAYANPUR,

DANTEWADA, BIJAPUR, SUKMA,

KUNDAGOAN)

45.

RAJKOT

RC CODE:

42

REGIONAL DIRECTOR


SAURASHTRA UNIVERSITY CAMPUS,

RAJKOT – 360005

GUJARAT

PH.OFF :0281-2572988

FAX:0281-2571603


STATE OF GUJARAT

(DISTRICT: RAJKOT, KACHCHH,

JAMNAGAR, PORBANDER,

JUNAGADH, AMRELI, BHAVNAGAR,

SURENDRA NAGAR, DEV-BHOOMI

DWARKA , GIR-SOMNATH, BOTAD,

MORBI), DIU(U.T.)

46.

RANCHI

RC CODE:

32

REGIONAL DIRECTOR


457/A , ASHOK NAGAR

RANCHI - 834022, JHARKHAND

PH.OFF: 0651-2244688, 2244699, 2244677

FAX:0651-2244400


STATE OF JHARKHAND

(DISTRICT: RANCHI, LOHARDAGA ,

GUMLA , SIMDEGA , PALAMU,

LATEHAR, GARHWA , WEST

SINGHBHUM, SARAIKELA

KHARSAWAN, EAST SINGHBHUM,

HAZARIBAGH, CHATRA &

KODERMA , KHUNTI,

RAMGARH,BOKARO, DHANBAD)

47.

SAHARSA

RC CODE:

86

REGIONAL DIRECTOR


NAYA BAZAR

SHARSHA -852201, BIHAR

PH.OFF:06478-219015

FAX:06478-219018


STATE OF BIHAR COVERING

(DISTRICTS KHAGARIYA, SAHARSA,

SUPAUL, MADHEPURA, KATIHAR,

ARARIYA , KISHANGANJ & PURNIA )

48. SHILLONG

RC CODE: 18

REGIONAL DIRECTOR


UMSHING, MAWKYNROH, NEHU

STATE OF MEGHALAYA

(DISTRICT: EAST GARO HILLS,

EAST JAINTIA HILLS , EAST KHASI






148

CAMPUS,

SHILLONG - 793022

MEGHALAYA

PH.OFF : 0364-2521117/2521271/0364-

2520503

FAX:0364-2521271


HILLS, NORTH GARO HILLS,

RI-BHOI, SOUTH GARO HILLS,

SOUTH WEST GARO HILLS,

SOUTH WEST KHASI HILLS,

WEST GARO HILLS, WEST JAINTIA

HILLS, WEST KHASI HILLS)

49. SHIMLA

RC CODE: 11

REGIONAL DIRECTOR


CHAUHAN NIWAS BUILDING, KHALINI,

SHIMLA -171002, HIMACHALPRADESH

PH.OFF : 0177-2624612/2624613

FAX:0177-2624611


STATE OF HIMACHALPRADESH

(DISTRICT: BILASPUR, CHAMBA,

HAMIRPUR, KANGRA, KINNAUR,

KULLU, LAHUL & SPITI, MANDI,

SHIMLA , SIRMAUR, SOLAN, UNA)

50. SILIGURI

RC CODE: 45

REGIONAL DIRECTOR


17/12 J. C. BOSE ROAD, SUBHAS PALLY,

SILIGURI - 734001

WEST BENGAL

PH.OFF : 0353-2526818

FAX:0353-2526829


[email protected]

STAT E OF WEST BENGAL

(DISTRICT: COOCHBEHAR,

JALPAIGURI, DARJEELING,

UTTARDINAJPUR, DAKSHIN

DINA JPUR, ALIPURDUAR)

51. SRINAGAR

RC CODE: 30

REGIONAL DIRECTOR


NEAR LAWRENCE VIDHYA BHAWAN

KURSU

RAJ BAGH, SRINAGAR - 190008

JAMMU & KASHMIR

PH.OFF : 0194-2311251/2311258

FAX: 0194-2311259


STATE OF JAMMU & KASHMIR

(SRINAGAR REGION-DISTRICT:

ANANTNAG, BANDIPORE,

BARAMULLA , BUDGAM,

GANDERBAL,

KARGIL, KULGAM, KUPWARA, LEH,

PULWAMA SHOPIAN, SRINAGAR)

52. TRIVANDRUM

RC CODE: 40

REGIONAL DIRECTOR


RAJADHANI COMPLEX

OPP PRS HOSPITAL, KILLIPPALAM

KARAMANA, PO - TRIVANDRUM -

695002 KERALA

PH.OFF : 0471-2344113/2344120

FAX:0471-2344121

E-MAIL:[email protected]

STATE OF KERALA

(DISTRICT: KOLLAM,

PATHANA MTHITTA,

THIRUVANANTHAPURAM)

STATE OF TAMILNADU

(DISTRICT: KANYA KUMARI,

TUTICORIN, TIRUNELVELI)

53. VARANASI

RC CODE: 48

REGIONAL DIRECTOR


GANDHI BHAWAN B.H.U. CAMPUS,

VARANASI - 221005

UTTARPRADESH

PH.OFF :0542-2368022/2368622

0522-2364893

FAX:0542-2369629



(DISTRICT: AMBEDKAR NAGAR,

AZAMGARH, BALLIA, CHANDAULI,

DEORIA , GHAZIPUR, GORAKHPUR,

JAUNPUR, KUSHINAGAR,

MAHARAJGANJ, MAU, MIRZAPUR,

SANTKABIR NAGAR, SANTRAVIDAS

NAGAR, SONEBHADRA , VARANASI,

ALLAHABAD, AMETHI,

PRATAPGARH,

SULTANPUR)








149

54. VATAKARA

RC CODE: 83

REGIONAL DIRECTOR


NUT STREET (PO), KOZHIKODE

VATAKARA - 873104 KERALA

PH.OFF: 0496-2525281, 2515413


STATE OF KERALA

(DISTRICT: KANNUR, KASARAGOD

WAYANAND, KOZHIKODE,

MALAPPURAM, MAHE)

(PUDUCHERRY, UT)

55.

VIJAYAWADA

RC CODE:

33

REGIONAL DIRECTOR


K.P.V.V HINDU HIGH SCHOOL,

KOTHAPET VIJAYWADA 520001

ANDHRA PRADESH

PH.O FF : 0866-2565253/2565959

FAX: 0866-2565353


STATE OF ANDHRA PRADESH

(DISTRICTS: KRISHHNA, GUNTUR,

PRAKASHAM, NELLORE,

CHITTOOR, KADAPA,

KURNOOL, ANANTAPUR)

56.

VISAKHAPATNAM

RC CODE:

84

REGIONAL DIRECTOR


2nd FLOOR,VUDA COMPLEX

SECTOR - 12, MVP COLONY

USHODAYA JUNCTION

VISAKHA PATNAM - 530017 ANDHRA

PRADESH

PH.OFF : 0891-2511200

FAX: 0891-2511300


STATE OF ANDHRA PRADESH

COVERING (DISTRICTS EAST

GODAVARI, WEST GODAVARI,

VISAKHAPATNAM, VIZIANAGARAM

& SRIKAKULAM, YANAM)

(PUDUCHERRY, UT)




150

LIST OF RECOGNIZED REGIONAL CENTRES Annexure 1.2

Sl. No. Name and Address of the Regional Centre RCCODE RCNAME

No. of LSCs

covered

under RC

1

IGNOU ARMY RECOG. REG. CENTRE

COL. EDUCATION, FORT WILLIAM

HQ EASTERN COMMAND

C/O 99 APO, KOLKATA - 908 542

WEST BENGAL

51 IAEP - KOLKATA 14

2


COL.EDUCATION(G.S.EDU.BRANCH)

HQ WESTERN COMMAND

CHANDIMANDIR -134107

HARYANA

52 IAEP - CHANDIMANDIR 8

3


IAEP HQ.CENTRAL COMMAND- GS

(EDN)

LUCKNOW - 226002

UTTAR PRADESH

53 IAEP - LUCKNOW 5

4


COL. EDUCATION

H Q SOUTHERN COMMAND

HRDC-1 BEG & CENTRE

C/O 56 APO - 908 791

54 IAEP - PUNE 8

5


COL. EDUCATION

UTTAR KAMAN MUKHYALAYA

908545

C/O 56APO, HQ NORTHERN

COMMAND

UDHAMPUR, JAMMU & KASHMIR

55 IAEP - UDHAMPUR 10

6


EDUCATION BRANCH

HQ SOUTHERN WESTERN

COMMAND

C/O 56 APO 908546

JAIPUR, RAJASTHAN

56 IAEP - JAIPUR 4

7

IGNOU NAVY RECOG. REG. CENTRE

DIRECTORATE OF NAVAL

EDUCATION

INTEGRATED HQS.

MINISTRY OF DEF

WEST BLOCK.5,IIND FLR,WING-II

RK PURAM, NEW DELHI - 110 066

71 INEP - NEW DELHI 1

8


HQ. WESTERN NAVAL COMMAND

SHAHID BHAGAT SINGH MARG

MUMBAI - 400 023

MAHARASHTRA

72 INEP - MUMBAI 1

151

9


HQ EASTERN NAVAL COMMAND

VISAKHAPATNAM - 530 014

ANDHRA PRADESH

73 INEP - VISAKHAPATNAM 1

10


NAVAL BASE

HQ SOUTHERN NAVAL COMMAND

KOCHI - 682 004

KERALA

74 INEP - KOCHI 2

11

IGNOU ASSAM-RIFLES RECOG. R.C.

DIRECTORATE GENERAL ASSAM

RIFLES (DGAR)

LAITUMUKHRAH

SHILLONG - 793 011

MEGHALAYA

81 IAREP - SHILLONG 30

152

Annexure 2.1

Indira Gandhi National Open University Regional Services Division

Regional Centre

Basic Information

Proforma for Establishment of IGNOU Learner Support Centre/ Special Learner Support

Centre

1. Location of the Proposed Centre -

Village/Town/City

District

(Please also attach a District map indicating location)

State

1.1

Area likely to be covered by the proposed Learner

Support Centre

(Mark the area in the State map)

1.2 Approximate population which can be benefited by

the Learner Support Centre

1.3 Percentage of SC/ST in 1.3 above

1.4 Percentage of literacy

1. 5 Languages / spoken

1.6 Number and details of Institutions of Higher

Education in the area (Please attach separate list)

1………………………..

2………………………..

3………………………..

4………………………..

1.7

Code & address of nearest IGNOU Learner

Support Centre and its distance from the proposed

centre

1.8

Programmes on offer at the nearest / nearby

Learner Support Centres

Programme wise resent enrolment of the nearest

Learner Support Centres

Total enrolment in the region -

Enrolment in the region for the proposed

programme/ programmes

153

1.9 Potential Sources of enrolment of IGNOU

1………………………………………………..

2………………………………………………..

3………………………………………………..

4………………………………………………..

5………………………………………………..

2.0 Name of the Management / Governing Body

2.1 Address of the Management / Governing Body

………………….PIN…………………

E-

mail……………………………………………

… 2.2

Name and address of the host institution

2.3 Location

Centrally located

On the outskirts

Other specification

2.4 Year of Establishment

2.5 Type of Institution

a) Govt

Private

Aided

University

Any other (Specify)

B) Co-education

For Girls only

For Boys only

2.6 Host Institution Authorized Area

Unauthorized Area

Educational profile of the

Host Institution

Institute recognised by statutory Body /

University

Details of Academic Activities Programmes / courses being run by the Host

Institution

2.7

Teaching faculties (please attach separate statement

programme wise with brief biodata for more

detailed information)

No. of No. of

Teachers Students

UG Arts

Science

Commerce

PG P.G. Courses

154

2.8 Qualification-wise break-up of teachers Degree No. of the faculty

holding the degree

Ph.D.

M.Phil

Post

Graduate

Other

(specify)…………………………………… 2.9

Break up of the Teaching Faculty

Permanent

Temporary

Visiting

3.0 Physical facilities

Number of

Lecture room

Examination Hall

Auditorium

Laboratories

Computer facilities

Library

Hostels

3.1

Has the Management / Governing Body of the

institute agreed to provide 3 to 4 rooms for

exclusive use of the proposed Learner Support

Centre

# Yes/No Remarks

3.2 Details of the rooms proposed to be spared for

exclusive use of IGNOU Learner Support Centre

Room Area (Sq.

feet)

1.

3.3 Name proposed for appointment of the Co-ordinator

{please enclose their complete bio-data)

1………………………………………………

…...

2……………………………………………

……..

3……………………………………………

……..

Date (Signature of the Head of the Institution)

For appointment of Co- ordinator, the host institution shall recommend a panel of these names preferably from

among the academics serving in the institution, Following provisions shall be observed while recommending the

panel.

1. The name of the head of the institution where the Learner Support Centre is proposed to be located

should not be recommended.

2. The persons recommended should be fairly senior, preferably with some administrative,

organizational experience.

3. They should be willing to work for the promotion of the open learning system.

4. They should not be retired persons of those nearing retirement.

155

Certificate to be given by the head of the institution

Certified that the proposal for establishing and IGNOU Learner Support Centres has been duly approved by the

Governing Body of the Institution. The Governing Body has also agreed to provide 3 to 4 rooms for exclusive

use of the IGNOU Learner Support Centre without charging any rent.

(Signature of the Head of the Institution)

Name

Designation

CERTIFICATE TO BE GIVEN BY THE HEAD OF THE INSTITUTION

Certified that the proposal for establishing an IGNOU Learner Support Centre has been duly

approved by the Governing Body of the Institution. The Governing Body has also agreed to provide 3-4

rooms for Exclusive use of the IGNOU Learner Support Centre without charging any rent and also

maintain the same.

Signature of the Head of Institution

Name: …………………………………….

Designation:………………………………..

156

Annexure 2.2


Regional Centre

Guidelines for Filling the Proforma-Basic Information about Institution /Region

1.1 (a) Enclose a detailed map of the district where the centre is located.

(b) Enclose the map of the entire region and point out location of the existing SSSCs/PSCs and the proposed

centre in this map.

1.2 Indicate the area in 1.1(b) above.

1.3 Indicate the names of the University, Colleges, Institution having plus-two and any other institutions of

higher learning.

1.4 One can indicate target group like dropouts, housewives etc., but these are of general nature. Instead the

target groups peculiar to the place may be mentioned. For example, if there is any industry, one can mention

the industry workers and their family members as they are potential learners.

2. Please indicate the PIN Code number very clearly.

3. List all the programmes on offer at the institution in face to face mode.

4. In a separate sheet please indicate the names of teachers/professionals who are capable of becoming our

academic counsellors. Please indicate their qualification and teaching/professional experience. Please include

the names of teachers of such disciplines which are relevant to the programmes proposed to have been

activated. 50% of teachers should be from the Host Institution only. 5. List the labs available at the host institution and also specify the facilities available such as number of

computers, the documents regarding licensed software, lab equipment as per requirement of the programmes

to be activated.

157

Annexure 2.3

Memorandum of Understanding

Learner Support Centre

(To be filled in duplicate)

Signed between the Indira Gandhi National Open University, hereinafter referred to as ‘IGNOU’ and the

Head of the Host Institution regarding the organizational responsibilities of the proposed Learner Support Centre

at ………………………………………………………………………………………

1. The Host Institution will :

recommend a panel of three names to IGNOU for appointment of Coordinator

give 2 or 3 rooms with a space of approx. 1000-1200sq. ft. for exclusive use of IGNOU Learner

Support Centre without charging any rent.

let a signboard of IGNOU Learner Support Centre be installed prominently at a proper place.

ensure security of the furniture, equipment and other assets provided by IGNOU.

make halls/rooms available for holding IGNOU examinations.

extend library, laboratory and computer facilities to IGNOU students for specialized programmes

requiring use of institutional infrastructure facilities on mutually agreed terms.

have the right to inspect the Learner Support Centre and advise the Coordinator and report to the

Regional Director if necessary.

2. IGNOU will:

provide furniture and equipment for the Learner Support Centre as per norms.

bear all recurring and non recurring expenditure on maintenance of the assets provide by it to the

Learner Support Centre.

pay contingent charges and other remuneration for holding examinations.

appoint part-time Coordinator from the panel recommended by the head of the host institution and pay

him honorarium at the prevailing rate.

appoint Part-time Class-III and Class-IV staff and other Learner Support Centre functionaries on the

basis of recommendation of the Coordinator and pay them remuneration at the prevailing rates.

pay an honorarium of Rs. 4500/- p.m. to the head of the host institution for general supervision of the

Learner Support Centre.

have the right to shift or close the Learner Support Centre if it finds that support services are not being

provided, as per the requirements of the university. In such case the Coordinator would have to hand

over all the assets and academic records of the learners to the RD. The Coordinator will also have to

settle all financial accounts with the RD.

Agreed upon and signed

On behalf of the Host Institution On behalf of IGNOU

……………………………….. ………………….......

(Head of the Institution) (Regional Director)

158

Annexure 2.4


Regional Centre

Memorandum of Understanding for Special Learner Support Centre (SLSC)

Signed between Indira Gandhi National Open University, hereinafter referred to as ‘IGNOU’, and Head of

the Host Institution, (Please mention full name and address of the Institution)

1. The Host Institution will Recommend a panel of 03 names to IGNOU for appointment of the Coordinator.

Give 2 or 3 rooms with a space of approximately 500-800 sq. ft. for exclusive use of IGNOU for the

office of Coordinator, Special Learner Support Centre.

Let a signboard of IGNOU Special Learner Support Centre installed prominently at a proper place.

Make halls/rooms available for holding counseling, practicals and term-end examinations.

Meet the recurring expenditure towards organizing theoretical and practical counselling sessions as

per norms of the University, stationary, computer- stationery, telephone charges and maintenance of

equipments of the SSC from the fee share received from University.

Arrange necessary personnel for delivery of programmes/services.

Extend library, computer and Laboratory facilities etc. to the students of IGNOU for given

programmes(s).

Inspect the Special Learner Support Centre from time to time and advice the coordinator and also

write to the Regional Director about the functioning of the SSC.

2. IGNOU will Provide 5 sets of Self-learning materials and Audio-Video materials pertaining to the programme(s)

activated.

Provide lump sum grant on Pro rata basis to the Host Institution at the rates prescribed in the scheme.

Appoint Coordinator on the basis of the recommendation of the Host Institution

IGNOU will have the right to shift / Close the Special Learner Support Centre.

Accepted and Signed On behalf of IGNOU

On behalf of the Host Institution/ Regional Director

Organization Regional Centre

159

Annexure 2.5


Regional Centre Regional Director’s Report

Visit Report of Regional / Asst. Regional Director for establishing of a Learner Support Centre /

Special Learner Support Centre

1) Background of the institution:

2) Name of the Institution:

3) Address with pin Code and District Name: (If it is in a Village then the name of

the Village To be mentioned clearly)

Phone No. : E-mail ID (if any):

4) How to get there: a) Nearest Airport with distance: b) Nearest Railway Station with distance: c) Nearest Bus stand with distance:

Note : i) For urban locations item (c ) is not required

ii) For rural and remote area, the frequency of bus and train services must be

mentioned.

5) Expected enrolment:

(Please provide the break-up of the enrolment

Among the programmes for which the centre is

Being proposed to be activated):

6) Programme wise enrolment at the nearest IGNOU Learner Support Centre:

7) Distance from the nearest IGNOU Learner Support Centre:

8) Comments on availability of infrastructure:

9) Comments on availability of suitable

160

Academic Counsellors:

10) Comments on any additional feature Which your feel relevant:

11) Specific Recommendation regarding engagement Of Co-ordinator/PIC:

12) Recommendations:

____________________

Signature of the RD/ARD

Name in Block letters________________

Date:

Place:

161

Annexure 2.6


Regional Services Division Regional Centre

Note sheet to be filled in by Regional Director and sent along with the proposal for

establishment of Learner Support Centre/ programme Learner Support Centre/ Special Learner

Support Centre.

Regional Centre ____________________ Code _______________

Proposal for the establishment of LSC/SLSC at

_____________________________________________________________________

Submitted along with the following details.

1. The report of visit of RD to the proposed centre.

2. Total enrolment in the region during the current cycle/semester……………

3. Expected enrolment at the proposed centre (Refer to item No.5 of the Visit Report):

4. Programme wise enrolment at the nearest IGNOU centre (Refer to Item NO. 6 of visit

Report):

5. Distance from the nearest IGNOU Learner Support Centre with centre code no. (Refer to

Item of the Visit Report):

6. Proposal from the host institution in the prescribed format.

7. MoU duly signed by the head of the host Institution and the Regional Director.

8. A panel of names, with filled-in Proforma, for the appointment of Coordinator with the name

recommended by the host institution and the RD, for appointment of Coordinator.

9. List of programmes offered by the host institution in face to face mode.

10. Bio-data of prospective academic counsellors for their appointment.

11. Geographic map showing the location of the proposed centre in the region along with those

of the existing centres.

12. Map Showing location of the proposed centre with reference to other established IGNOU

Learner Support Centres in the city, and of the State Open Universities wherever

applicable.

13. If it is for establishment of a centre for activation of lab based programmes, a letter from the

head of the institution stating availability of computers/ lab equipment; authorized; software

etc.

Regional Director

DD(RSD)

Director (RSD)

Pro-Vice Chancellor

162

Annexure 2.7



Dated:

Proforma For Activation Of An Additional Programme At An Existing Learner Support Centre

(PLEASE USE SEPARATE PROFORMA FOR EACH PROGRAMME)

1.a) Regional Centre :________________________

b) Regional Centre Code No. : _________________

2. a.) Name of the Learner Support Centre : ________________________________

b.) Code No. of the Learner Support Centre: _________________

3. Programme to be activated :_________________

( Please fill the name of only one Programme in the space provided in item 3)

4. a) Programmes being currently offered at the Learner Support Centre :

____________________________________________________________________

b) Programme-wise strength of the existing students enrolled at the Learner Support Centre: :

_____________________________________________________

____________________________________________________________

____________________________________________________________

____________________________________________________________

c) Details of No. of approved Academic Counsellors for each Programme :

____________________________________________________________

____________________________________________________________

163

5. Infrastructure available for the Programme proposed for activation

a. No. of rooms available for Counselling : ____________________

b. No. of computers available (for computer Programmes and

Computer-related courses) : ……………………………………………...

( Please enclose detailed list of software, hardware and PHOTOCOPY of licenses )

c. Laboratory facilities available for Science, Agriculture, Psychology, etc- based

Programmes i.e. Infrastructure and Apparatus: ( Please enclose detailed list of

infrastructure and apparatus )

d. Library facilities : ______________________________________________

( List of reference books available in the subject –area for which activation is

sought )

6. a. No. of prospective students for the Programme to be activated

(Approximate no. may be given) : ________________________________

( This entry is important for the Activation of the programme sought )

b) Total no. of qualified approved Academic Counsellors available for the

Programme to be activated : _________________________________

c) No. of bio-data enclosed for recommendation as Prospective Counselors

for counseling with qualification and experience : _________________

d. Recommendation sheet enclosed with course codes in the relevant column of prospective Academic

Counsellors : ( YES/NO)

164

7. Session from which Programme is to be activated

(Please specify as Jan. 20………….(Yr.)/July.20….. (Yr.)

8. Rationale behind seeking the activation:

___________________________________________________________________________

Place:

Date: (Signature of Coordinator )

( With Stamp )

__________________________________________________________________________

To be handled at the Regional Centre:

Enrolment in the region in the Programme proposed in the preceding 2 Years:

Recommendation of the Regional Director:

.

Place: (Signature of the Regional Director)

With Stamp

Date:

Please Note:

1. Please enclose the details of qualifications and relevant certificates also along with the bio-data.

2. Please enclose the relevant details of : HARDWARE / SOFTWARE LICENSE CERTIFICATES/ LABORATORY

APPARATUS & EQUIPMENT DETAILS

3. List of books (discipline wise) available in the library.

165

3. APPROVAL OF STATUTORY BODY (wherever applicable)

166

Annexure 2.8


Regional Centre Transmission of Bio-Data for Empanelment of Academic Counsellors for All Programmes

(To Be Submitted Strictly Discipline-Wise.)

Letter No.

Dated

REGIONAL CENTRE: …………………………………………… CODE: ………….

(For use of Learner Support Centre)

LSC (name) ………………..…………… LSC Code ………………… Programme ………………

Details of prospective Academic Counsellors (bio-data enclosed)

Sl.

No.

Name (Use capital letters) Course(s) for which

recommended by

Coordinator

Course-wise approval of

School (To be filled in

by the School)

Signature of the Faculty

Member(s)

(1) (2) (3) (4) (5)

1.

2.

3.

4.

5.

6.

7.

8.

9.

10.

COORDINATOR

We have scrutinized the bio-data and the persons mentioned in the attached proforma are recommended for the empanelment

of the Academic Counsellors for the courses mentioned at Column No. 3 of the Proforma. Column 4 and 5 are to be filled up

by the School.

REGIONAL DIRECTOR

DIRECTOR, SCHOOL OF ………………….

Checked and approved as per the courses mentioned in Column No. 4 of the Proforma.

DIRECTOR, SCHOOL OF ………………….

DIRECTOR (RSD)

167

Annexure 2.9


Regional Centre

Bio-Data Proforma for Academic Counsellors for All Programmes

Part-I — General information

1. Name (in BLOCK Letters) :

2. Date of Birth :

3. Present Designation/ Profession :

4. Whether belongs to SC/ST/OBC :

5. Residential Address :

(Mention Pin Code)

6. Office Address :

(Mention Pin Code)

7. Phone No. (Off) …………………. : (Resi.) ……………… (Mobile) …………………….

8. E-mail address :

Part-II — Programme specific information

9. Academic Qualifications

Sl. No. Degree

University Year Subjects Specialization

10. Details of teaching experience :

Level Courses Taught Tutorial/Teaching

Experience

Name of the

institution

Total Teaching

Experience

Under Graduate

Post Graduate

11. Research and Publication :

i) No. of Research Articles published : ………………………………………………………….

ii) No. of Books published : ………………………………………………………………….

(add an additional sheet, if required)

iii) Details of Research work! Project work guided :

………………………………………………………………………

12. Please indicate your work experience commensurate with the issue of counselling for the course of your

choice :

……………………………………………………………………………………………………………

13. Please tick the language(s) in which you will be able to counsel.

English ________ Hindi__________ Regional Language (P1. specify ) __________

14. Experience in the Open and Distance Learning.

Learner Support Centre: ………..

168

YES__________ NO________ (If Yes, Please give detail on a separate sheet)

15. Please mention priority-wise, the choice of course you would like to do counselling for (see the syllabi of

the concerned programme and write course codes).

i)………………………………………….

ii)………………………………………….

iii)…………………………………………..

16. Any other relevant information……………………………………………..

17. If enrolled as student of IGNOU, please give the following details……………………

i) Programme with Enrolment No.____________________________

ii) Present Status: Completed____________ Not Completed ____________

DECLARATION :

I hereby declare that information given above is correct. I accept to undertake the tasks of academic

counselling, evaluation of assignment scripts and any other activities related to the academic functions of the

Leraner Support Centre.

PLACE: SIGNATURE

DATE

For Use At The Learner Support Centre/Programme Sc

Original Degrees/Certificates/Marksheets have been verified by the undersigned and the candidate is

recommended for empanelment as a part time Academic Counsellor for the following courses

……………………………………………………………………………………………………………

……………………………………………………………………………………………………………

Special recommendation, if any (Add extra sheet, if required.)

……………………………………………………………………………………………………………………………………

…………………………..…………………………………………………………

PLACE: SIGNATURE OF THE COORDINATOR

WITH STAMP

DATE:

For use at the Regional Centre of IGNOU

Based on the self-attested photocopies of the relevant documents the credentials of the persons as stated by the

Coordinator stand verified. He/She is recommended for empanelment for the following Courses :

……………………………………………………………………………………………………………

………………………………………………………………………………………………………………………

……………………………………….

Special recommendation, if any (Add extra sheet, if required.)

……………………………………………………………………………………………………………

……………………………………………………………………………………………………………

PLACE: SIGNATURE OF THE REGIONAL DIRECTOR

With Stamp

DATE:

169

Annexure 2.10


Regional Centre

Format for Counselling Schedule to be prepared by LSC Coordinator

Learner Support Centre: ……………………………………………

Programme Name:………………………………………. Semester…………………….

Co

urs

e

Blo

ck(s

)

Bat

ch

Date Time Audio/Video

Yes/No

Counsellors Venue

Audio Video

Please add any other information which is necessary and important, like

1. Intensive Counseling Schedule.

2. Time of functioning of the LSC

3. Last dates for submission of exam forms.

4. 75% / 80% attendance is compulsory in practical etc.

Signature of the Coordinator

170

Annexure 2.11


Regional Centre Format for Monthly Report of Programme wise Counselling Sessions from the Coordinator

(To be submitted to Regional Centre concerned on or before 5th

of every month)

Learner Support Centre Name and Code…………………………………Month……………

Year………………

Srl.

No.

Pro

gra

mm

e

Co

urs

e Counselling Sessions No. of

Student

s

Register

ed

No. of

Studen

ts

attend

ed

No. of

CD/Cassettes Used

Name & Code of

the Academic

Counsellor

Date Scheduled Date Held

Au

dio

Vid

eo

Theory Practi

cal

Theo

ry

Pra

ctic

al

1

2

3

4

5

6

7

8

9

Date….


Annexure 2.13

INDIRA GANDHI NATIONAL OPEN UNIVERSITY REGIONAL CENTRE_______________

LEARNER SUPPORT CENTRE VISIT REPORT

Name of visiting official ----------------------- Date of Visit ----------------------- Time of Visit ------------------------

1. Name and code of Learner Support Centre : ----------------------------------------------------

2. Centre opens on working Days working Hours

d) for administrative purpose -

e) for couselling

f) for assignment submission -

3. Programme Activated in current session Number of currently enrolled students

i) ii) iii)

4. Counsellings a) Schedule and summary of the whole session/ Yes /No

Semester prepared /sent if yes, a copy be brought to RC

b) Schedule of intensive counseling prepared /sent yes /No /NA If yes, a copy be brought to RC

c) Induction meeting scheduled / organized for current yes/ No

Session If yes, Schedule/ report be brought to RC

5. Academic Counsellors

a) Proposals for appointment of academic counselors yes /No

Sent to RC if yes, copy of covering letter be brought

b) List of renewal of academic counselors for current Yes /No Year sent to RC If yes, a copy of covering letter be brought

to RC.

6 monthly feedback report of the previous month Yes/ No Sent to RC If yes, copy of covering letter be brought

7 Assignments

a) Receipts are given for submission of assignments Yes /No If yes, a sample be brought to RC

b) The academic counselors are oriented for Yes /No Assignments evaluation (regarding global comment etc.) If Yes, records of maintenance be

Checked and signed

c) Evaluated assignments being returned to students If yes –personally/ by post

Before commencement of the TEE of the same (records be checked & signed)

Session.

8. Award list sent to RC

- In July (Jan –June session) Yes /No -In January (July –December session) if yes, a copy of covering letter be brought

8 Multi –media

Gyan Darshan / Teleconferencing facility available Yes /No If No, state the reason

9 Gyan Vani

Received / Heard Yes/No

10 Library

a) Records of books maintained yes /No

If yes, register be signed

b) Sets of SIM and assignments received from yes /No

MPDD for current session If No, a requisition be brought

12 Part –time Staff

a) Proposal for appointment /renewal sent Yes /No If yes, a copy of covering letter be brought

b) Coordinator /Asstt. Coordinator present Yes /No

c) Any other official of Learner Support Centre present yes /No

If yes, his name and designation be noted

13 Publicity made for IGNOU Programmes yes /No

If yes, Procedure adopted.

14 Notice –Board

Information displayed yes /No If yes, type of information

Sign above of Learner Support Centre official present Sign above of visiting RC official

Designation Designation

Date: Date:

Annexure 2.14 Indira Gandhi National Open University


Format for Report of Exam Centre Monitoring Visit by RC Academics

ENTRANCE TEST/TERM-END EXAMINATION_____________20__________________

1. Name and Code of the Examination Centre visited…………………………………...

2. Name of the Term End Examination: …………………………………………….......

3. Date ……………Time of Arrival…………………..Time of Departure……………..

4. Course(s) Code(s)……………… No.of papers……………………………………

Regarding Question Papers and Answers Sheets

5. Whether present during opening of question papers Yes/No

6. Report on the balance of question papers after distribution to the Yes/No

to the candidates, is the balance figure correct?

7. Whether answer sheets kept under proper custody? Yes/No

8. Report on the condition of question paper packets to be used

on subsequent days Yes/No

Regarding Physical Arrangements

9. Whether the building and condition of furniture suitable for an Examination Yes/No

Centre. Do seating arrangements provide adequate spacing?

10. Were the number of allotted Invigilators present? Yes/No

11. Whether the supervision was effective? Yes/No

12. Whether Roll Numbers on Answer sheets were duly verified by the Invigilators?

Yes/No

13. Whether identity of the examines was verified by Invigilators? Yes/No

14. Whether any case(s) of use unfair means by candidates detected during the course

of your visits? Yes/No

15. If yes, Roll No.(s) of candidate(s) reported

16. Whether reporting procedure have been followed? Yes/No

Your comment on the overall assessment of Examination Centre’s functioning:

………………………………………………………………………………………………

………………………………………………………………………………………………

………………………………………………………………………………………………

………………………………………………………………………………………………

(Signature of Observer)

Name:

Designation:

Address:

Annexure 2.15



Format for Monthly Evaluation Reports by LSC to RC

Programme:

Enrol No Name Assignment

No. 1

Assignment

No. 2

Assignment No. 3 Assignment

No 4

Assignment No1 Assignment No

2

Rcvd.dt/

Marks/

Grade

Sign Rcvd.dt/

Marks/

Grade

Sign Rcvd.dt/

Marks/

Grade

Sign Rcvd.d

t/

Marks

/

Grade

Sign Rcvd.dt/

Marks/

Grade

Sign Rcvd.dt/

Marks/

Grade

Sign

Enrol No Name

To

Evaluator

Name

Return by

Evaluator

Grade

sent to RC

Sent by

Post

Note : Add/ Delete more columns as required for a particular course.

Certified that the monthly assignment report has been sent to the Regional Centre .




Format for Management of Assignments Records/Register at the LSC


of every month)

Form-A

LEARNER SUPPORT CENTRE:_____________ MONTH:______________

Signature

Coordinator

Annexure-2.17

CONFIDENTIAL


S

N

PROG Number of

Unevaluated

Assignment

Number of

Assignment under

Evaluation

Number of

Evaluated

Assignment

Dispatch status

Assignment

Pen

din

g

pre

vio

usl

y

Rcv

d i

n t

he

mo

nth

To

tal

Pen

din

g

Wit

h A

/C

Sen

t to

A/C

n

the

mo

nth

To

tal

Ly

ing

Un

des

Pat

ched

Rcv

d F

rom

A/C

To

tal

Des

pat

ched

By

po

st

Co

llec

ted

By

stu

den

ts

Pen

din

g

des

pat

ch

1

2

3

4

5

6

7

8

9

10

11

12

13

14

15

16

17

18

19

20 Total

Student Evaluation Division Regional Centre

Proforma II for Consent of the TEE Centre to be sent to RC

Term-End Examination: June/December _____________________

(Para 1 below is to be filled up, if proposed examination centre is also established Learner Support Centre of

IGNOU; otherwise leave it blank)

1. LEARNER SUPPORT CENTRE

CODE NO.

____________

Name of the Coordinator &

Address

_______________________________

Official _______________________________

_______________________________

_______________________________

PIN CODE_______________________

Telephone no. with STD Code _______________________

Mobile: ______________________

Residential _______________________________

_______________________________

_______________________________

PIN CODE_______________________


2. In case your centre is established as examination centre by the University:-

Name of the Exam. Centre Supdt. & Address _______________________________

Official _______________________________

_______________________________

_______________________________

PIN CODE_______________________


Mobile: _______________________

Residential _______________________________

_______________________________

_______________________________

PIN CODE


Mobile: _______________________

3. Venue of the Examination with _______________________________

Full mailing address _______________________________

_______________________________

PIN CODE______________________

Telephone no. with STD Code ________________________________

Seating Capacity of Centre : Morning Session:___________________

Evening Session:___________________

(Please mention separately the No. of maximum students can be accommodated per session)

-2-

4. If proposed examination centre is study centre of IGNOU, the Coordinator of the study centre will be

the custodian confidential material related to the examinations. The University will send all the

confidential material to him at hi address mentioned in para 1 above. In case the Coordinator is unable

to be custodian of confidential material due circumstances, the Coordinator should nominate any other

person for custody of confidential material. His name may be mentioned:-

a) Name of person nominated by Coordinators

Custodian of confidential material: ____________________________________

Telephone No. with STD Code__________________________________

Mobile No. _____________________________________

b) Address, where confidential Material _______________________________

is to be sent ________________________________

________________________________

PIN CODE:_______________________

(In case(a) & (b) above are not relevant, please mention N.A)

If proposed examination centre is NOT study centre of IGNOU; the Examination Centre Suptd. Will

be the custodian of confidential material related to examinations. The University will send all the

confidential material to him at his official address mentioned in para 2 above.

5. Demand Draft/ Cheque for advance and final payment for the expenditure incurred in conduct of

Examination will be drawn in favour of IGNOU in case proposed examination centre is also study

centre of IGNOU.

If proposed examination centre is NOT study centre of IGNOU, Demand Draft/ Cheque for Advance

& Final payment is to be drawn in favour of_____________________________

6. If your centre was established examination centre during last examinations of the University, the

amount of advance and final payment sent to you by the University:

Rs. _________________ (Advance payment)

Rs. __________________(Final Payment)

a) Number of answer books available:- Main:_________________

in the centre Supplementary_________

b) Number of answer books additional Main:_________________

required in the centre:Supplementary _________

7. Special requirement/ proposal, if any:_________________________________________

Signature:______________________________

Name : ________________________________

Name of Coordinator of Study Centre with office stamp

( If proposed Exam Centre study centre)

OR

Name of Exam Suptd. With office stamp:

(If proposed exam centre is NOT study centre of IGNOU)

Annexure 2.18 PROFORMA-I

INDIRA GANDHI NATIONAL OPEN UNIVERSITY CONSOLIDATED STATEMENT OF PROPOSAL RECEIVED FOR ESTABLISHMENT OF EXAM CENTRES

FOR : _____________ TERM-END EXAMINATION

Name of Regional centre _____________________________ Regional centre code

__________________Programme____________

Date:________________

(This Proforma duly filled in is to be sent to Regional Centre concerned only)

Sr.

No.

Name & Official

Address of the

Coordinator of LSC

code

(If proposed exam

centre is established

LSC of IGNOU)

Name & Official

Address of the

Coordinator, where

confidential Material

is to be sent

Telephone Nos., with

STD Code

Official:

Residential:

Mobile:

Email :

In case Coordinator is unable to

be custodian of confidential

material, name & official address

of the person nominated by the

Coordinator, to whom

confidential material is to be

sent.(If not relevant, please

mention N.A.)

Telephone Nos. with STD Code

Official:

Residential:

Mobile:

wmail

Name & Official Address of

Exam Supdt.

Telephone No., with STD Code

Official:

Residential:

Mobile:

email

Venue of the

Exam. Centre

with full Mailing

Address

Seating Capacity

Morning

Session:

Evening Session:

Amount of

Advance

required

1 2 3 4 5 6 7 8

Signature of Regional

Director……………………………..

Regional Centre

Code………………….

Address of Regional

Centre…………………………

Annexure 2.19

Strictly Confidential


MAIDAN GARHI, NEW DELHI-110068

(OBSERVER REPORT)

1. Date of Visit __________________________________________________________

2. Name and Code of the Examination Centre visited ____________________________

3. Name of the Term-end examination: June, 2015

4. Time of arrival at the Centre________________departure at ____________________

5. Course Codes for which Exams are conducted on day of visit:

MORNING SESSION EVENING SESSION

Course Code No. of student appeared Course Code No. of student appeared

REGARDING QUESTION PAPERS AND ANSWER SHEETS

6. Whether present during opening of question papers Yes No

7. Whether the balance of Question Papers after

Distribution to candidates is correct. Yes No

8. Whether Answer sheets kept under proper custody? Yes No

P.T.O Page-2

REGARDING PHYSICAL ARRANGEMENTS

9. Whether the building and condition of furniture suitable

for an examination centre. Do seating arrangements provide Yes No

adequate spacing?

10. Whether seating plan for each room/hall displayed? Yes No

11. Whether the supervision was effective? Yes No

12. Whether Enrolment Numbers of Answer sheets duly Yes No

verified by the Invigilators?

13. Whether identity of the examinees verified by Invigilators? Yes No

Pl. Tick ( √ ) in the

Relevant Box

Pl. Tick ( √ ) in

the Relevant Box

14. a) Whether any case(s) of use of unfairmeans (UFM) by

Candidate(s) detected during the course of your visit? Yes No

b) If yes, Enrolment No.(s) of candidate(s) reported :_____________________

_______________________________________________________________

c) Whether reporting procedure has been followed? Yes No

15. Your comments on the overall assessment of Examination Centre’s functioning:-

_________________________________________________________________________________

_________________________________________________________________________________

_________________________________________________________________________________

_________________________________________________________________________________

(Signature)

Name:______________________

Designation:_________________ Note:- Observer is requested to submit

the report of your observation Intercom No.________________ for each day on the proforma

attached ( Observer Report ) on Address:____________________ the next day along with the bill ______________________________

for claiming remuneration under

confidential cover to SED. Telephone/Mobile No._________

Employee ODL No.___________

Annexure 2.20

IGNOU Employee ODL No.:_____

Student Evaluation Division

Bill for claiming Remuneration

1. NAME (in capital letters) : ________________________________

2. Designation (In capital letters) : ________________________________

3. School/Division/Unit (In capital letters) : ________________________________

Certified that I have performed the Observer’s duty as per details given below and have submitted

the observer’s report in the prescribed proforma.

Sl.

No.

Date Centre Code Morning Session

(Please indicate)

Yes/No

Evening Session

(please indicate)

Yes/No

Remuneration claimed:

Total Session(s): ________ X Rs.500/- (per session) = Rs. ____________

(Rupees ___________________________________________________)

…………………………………………………………………………………………………….

Passed for and pay Rs. __________________ to _____________________________________

Assistant/Sr. Assistant

Student Evaluation Division

------------------------------------------------------------------------------------------------------------------ F&A Division

Passed for and pay Rs. __________________ to __________________________________________

Assistant/Sr. Assistant (F&A)

SO (F&A) AR (F&A) DR (F&A)

Annexure 2.21


Regional Centre

________________________ (Pre-receipted Signature of Observer)

_________________ (Signature of Observer) Name : ____________________ Designation : _______________ Address & Mobile No. : ________ ______________________________

Coordinators’ Meeting/ Orientation Programme

Attendance Sheet

S. N

Name of

Coordinator/Academic

Counsellor

(with code no in case of

Academic Counsellor)

Designation

Name

of

Study

Centre

with

Code

Name of

approved

Courses (in

case of

academic

counsellor)

Mobile

No.

Email

Address Signature Remark

1

2

3

4

5

6

7

8

9

10

11

12

13

14

15

Annexure 2.22


Regional Centre Format for Certificate of Participation

For

One day/Two day Orientation Programme

Annexure 2.23


Regional Centre One day Orientation Programme for un-oriented Academic Counsellors

Venue :__________________________ Date: ________________________

Feedback Form

(Personal Information about the Academic Counsellor)

1. Name of Academic Counsellor : _________________________________________________

2. Area of Interest/Experience : _________________________________________________

3. Highest Educational Qualification : _________________________________________

4. Mobile No. and Email-ID : _________________________

5. Address (Communication) : ________________________________________________

6. Experience in ODL : _________________________________________

7. Study Centre where you are an approved

Academic Counsellor in ODL system : ____________ Academic Counsellor code :

_______

8. Programme and Courses for which you are

approved Academic Counsellor : ________________________________________________

9. Have you ever attended any Orientation

Programme in past? (Please tick mark) : Yes/No

10. If yes, when and where you attended

the Orientation Programme : ________________________________________________

1. How do you rate the Orientation

programme? : Very Good/Good/Satisfactory/Unsatisfactory

2. Can you differentiate between conventional

education system and Open and Distance

Learning after attending Orientation

Programme? : Yes/No

3. Which method of imparting of education

Is more useful for the students? : Conventional Education System/Open & Distance Learning

4. Give your comments about the

usefulness of ODL : ________________________________________________

1. How do you rate the Counselling & Assignment

session of Orientation Programme? : Very Good/Good/Satisfactory/Unsatisfactory

2. Have you understood the difference

between Counselling and Teaching? : Yes/No

3. Have you taken any Academic Counselling

at your Study Centre? : Yes/No

4. If yes, how frequently you are taking

counselling sessions? : Frequently/ Occasionally/ Rarely/ Never

5. Have you received any advance information

about the schedule of counselling sessions

from the Coordinator of study centre? : Yes/No

6. If yes, when you received Counselling

Schedule? : One month advance/ 15 days advance/ one day advance/ Never

7. How you are rating the session of Academic

Counselling for the distance learner? : Very Good/ Good/ Satisfactory/ Unsatisfactory

Please give suggestions about the pedagogic

Usefulness of Academic Counselling :

_________________________________________________

Feedback about the Orientation Programme (1st session)

Feedback about the Counselling and Assignments (2nd session)

8. Have you ever evaluated the assignments of

distance learners? : Yes/No

9. If yes, how frequently you are evaluating the

assignments of the distance learners? : Frequently/ Occasionally/ Rarely/ Never

10. Are you aware about the Tutor Comments? : Yes/No

11. Are you giving the tutor comments while

evaluating the assignments? : Yes/No

12. If yes, how the comments are useful for the

distance learner? : ________________________________________________

1. How do you rate the examination and project

session of Orientation programme? : Very Good/Good/Satisfactory/Unsatisfactory

2. Are you aware about the examination

system of IGNOU? : Yes/No

3. Are you associated with the evaluation work

of examination as an Evaluator? : Yes/No

4. If yes, give the details along with the courses

in which you are evaluating the answer

scripts of Term-End Examination : _________________________________________________

5. Are you receiving the answer scripts of

Term-End Examinations for evaluation : Yes/No

6. If yes, from which Evaluation Centre? : Regional Evaluation Centre, Lucknow

(Please tick mark) Regional Evaluation Centre, Bhubaneswar

Regional Evaluation Centre, Ahmadabad

Regional Evaluation Centre, Shillong

Regional Evaluation Centre, Kochi

Regional Evaluation Centre, Delhi

Regional Evaluation Centre, Bhopal

7. Have you ever guided the project report of

any programme of IGNOU : Yes/No

8. If yes, give the details of the project you

Guided : _________________________________________________

1. How do you rate the publicity of IGNOU’s

programme session? : Very Good/Good/Satisfactory/Unsatisfactory

2. Is there any requirement of more publicity

of IGNOU’s programme? : Yes/No

3. If yes, which method of the publicity can we

use for more awareness of IGNOU’s

programme in “reaching to unreached” section

of the society : ________________________________________________

Date :

Signature of Academic Counsellor

Feedback about the Examination and Project Evaluation (3rd session)

Feedback about the Publicity of the IGNOU’s programme (4th session)

Annexure 3.1


Regional Centre Date- ______________

Sub: Release of honorarium to part-time staff at LSC _______.

The honorarium/remuneration to the following official at LSC -_________________________

may be released:

S. N. Name Designation Amount in Rs. Per

month Payment to be Released From

1.

As per Letter No. ____________________, dated _______________, Prof./Dr. _________ has

been appointed as the Part Time Coordinator at _____________________________________ & he has

joined the Centre on _____________________ vide letter No ___________________ dated

__________________ .

Assistant

Assistant Regional Director

Regional Director

Copy to:-

1. Assist. Registrar for necessary action.

Annexure 3.2


Regional Centre

Date- ______________

Proforma for Renewal of Term of Coordinator

1. Name of the Learner Support Centre/

Special Learner Support Centre, with

address

: _____________________________________

2. Code No. : _____________________________________

3 Programmes for which activated,

with enrolment figures for the last

cycle/ semester in parentheses. For

example, MBA (100)

:

4. Name of the Coordinator/ :

5. Date of initial appointment as

Coordinator

:

6. Last date of renewal :

7. Counselling and assignment-related data (for the period January-September):

a) Total number of counselling sessions organized : Theory…………Practical……………

b) Consolidated percentage of attendance : Theory…………Practical……………

(Procedure for calculation given on the reverse)

c) Number of Audio/Video sessions organized :

(Please list three audio and video programmes

which evoked good response)

Video Audio

1…………………………… 1………………………………...

2.………..…………………. 2.……………………………..…

3…………………………… 3…………………………………

d). No. of Teleconference (TCF)/

Videoconference (VCF) sessions organized :

TCF……………. VCF…………….

e) Total number of assignments submitted : ……………………

f) No. of students to whom feedback of assignments

has been provided : ……………………

8. Promotion of IGNOU activities :

a) Increase in fresh admission in comparison :

to the previous year

b) Utilization of Library Facility (indicate

average number of learners per week) :

9. Management of the Centre :

a) Identification of Academic counsellors :

(programme-wise number)

b) Promptness in payment to counsellors/ :

evaluators and submission of bills to RC

c) Promptness in sending relevant reports to the RC :

d) Other activities (like participation in seminars,

workshops, symposium etc.) :

10. General assessment and recommendation

regarding renewal :

Coordinator

------------------------------------------------

Method of Calculation for Item 7(b)

Let the enrolment and percentages of attendance for the Programmes be as under :

Name of the Prog. Enrolment Percentage of attendance

Programme-1 N1 P1

Programme-2 N 2 P 2

Programme-3 N 3 P 3

Then consolidated percentage of attendance is given by

P = N1P1+N2P2+N3P3

N1+N2+N3

For example, if : N1= 100, N2= 200, N3=50 and ,

P1= 60, P2= 50, P3=40

Then, P = 6000 + 10000 + 2000 = 18000 = 51.4%

100+200+50 350

Annexure 3.3



Sub: Release of Honorarium to Part-Time Staff At LSC _______.

The honorarium/remuneration to the following official at Study Centre -

_________________________ may be released:

S. N. Name Designation Amount in Rs. Per

month Payment to be Released From

1.

As per Letter No. ____________________, dated _______________, Prof./Dr. _________ has

been appointed as the Part Time Coordinator at _____________________________________ & he has

joined the Centre on _____________________ vide letter No ___________________ dated

__________________ .

Assistant

Assistant Regional Director

Regional Director

Copy to:-

1. Assist. Registrar for necessary action.

Annexure 3.4


Regional Centre- ___________________

Leave Application (CL/ CCL/ RH)

To,

Division/ Section

Name Mr/ Ms

Designation

CASUAL RH COMPENSATORY.

(CCL)

IN LIEU OF

No. of Days

From (first working day)

To (last working day)

Address while on leave

Signature of Staff Date:

Recommending Officer’s Signature Date:

Approving Officer’s Signature Date:

Reason for leave

Permission

Annexure 3.5


Regional Centre Leave application for EL/CCL/other/Extension of leave

1. Name of Applicant ______________________________________________________________.

2. Post Held _____________________________________________________________.

3. Department, Office and Section:____________________________________________________.

4. Pay:___________________________________________________________________

5. House rent and other compensatory allowance drawn in the present post. _________________

6. Nature and period of leave applied and date from which required.

__________________________________________________________________________.

7. Sundays and Holidays, if any, proposed to be Prefix/ Suffixed to Leave:

___________________________________________________________________________.

8. Grounds on which leave applied for: _______________________________________________

9. Date of return from last leave, and the nature and period of that leave:_________________________

10 I proposed/ do not proposed to avail myself of leave travel concession for the block year

_________________________ during the ensuing leave: ____________________________

11 Address during leave period: _______________________________________________________

Date:__________________ Signature of Applicant.

12 Remarks and/ or recommendation of the controlling Officer ____________________________

Signature (with date)

Designation

_____________________________________________________________________________________

CERTIFICATE REGARDING ADMISSIBILITY OF LEAVE

13 Certified that _________________ (nature of leave) for _______ days from ________________ to

_____________ is admissible under rule___________ of Central Civil Services (leave) Rules, 1972.

SECTION OFFICER

14 Order of authority of competent to grant leave; _________________________________________

If the applicant is drawing any compensatory allowance, it should also be indicated in the orders on the expiry

of leave. The Government servant is likely to return to the same post or to another post carrying similar

allowances

______________________________________________________________________________

JOINING REPORT

I hereby report for duty in the forenoon/ afternoon of ___________________ after availing

_______________ days Earned Leave/ Commuted leave HPL etc w.e.f. _______________.

Signature of Applicant

Date: _______________.

Signature of Controlling Officer (with stamp)

Annexure 3.6



Revised Estimates 2017-18 and Budget Estimates 2018-19

S.No. Account Account Description Prog. Course RC Fund Source

Actuals 16-17

BE 2017-18

Actuals Sept.17

RE 2017-18

BE 2018-19

1242 E0201031 Academic - Pay BLANK BLANK NPLAN

1243 E0201032 Academic - DP/Grade Pay BLANK BLANK NPLAN

1244 E0201033 Academic - DA BLANK BLANK NPLAN

1245 E0201035 Academic - HRA BLANK BLANK NPLAN

1246 E0201036 Academic - TA BLANK BLANK NPLAN

1247 E0201001 Admn - Pay BLANK BLANK NPLAN

1248 E0201002 Admn - DP/Grade Pay BLANK BLANK NPLAN

1249 E0201003 Admn - DA BLANK BLANK NPLAN

1250 E0201005 Admn - HRA BLANK BLANK NPLAN

1251 E0201006 Admn - TA BLANK BLANK NPLAN

1252 E0301002 Payment to Counsellor BLANK BLANK NPLAN

1253 E0301003 Payment to Evaluators BLANK BLANK NPLAN

1254 E0301004 Hiring of Computer Time BLANK BLANK NPLAN

1255 E0301005 Hiring of Labortory BLANK BLANK NPLAN

1256 E0301007 MCA/BCA Project Guide BCA BLANK NPLAN

1257 E0301007 MCA/BCA Project Guide MCA BLANK NPLAN

1258 E0201101 Head of Institution BLANK BLANK NPLAN

1259 E0201102 Co-Ordinator BLANK BLANK NPLAN

1260 E0201103 Assistant Co-Ordinary BLANK BLANK NPLAN

1261 E0201104 Clearical Staff BLANK BLANK NPLAN

1262 E0201105 Group "D" BLANK BLANK NPLAN

1263 E0201106 Programme Incharge BLANK BLANK NPLAN

1264 E0201107 Secretarial Assistant BLANK BLANK NPLAN

1265 E0308001 Tele-Conference BLANK BLANK NPLAN

1266 E0301018 Incentive-Sale of App./Prosp.

BLANK BLANK NPLAN

1267 E0301020 Honorarium Observer Exam Duty

BLANK BLANK NPLAN

1268 E0301036 On-Demand Examination BLANK BLANK NPLAN

1269 E0301043 Practical Examination BLANK BLANK NPLAN

1270 E0307002 Orientation Programme BLANK BLANK NPLAN

1271 E0309001 Contact Programme BLANK BLANK NPLAN

1272 E0310125 Monitoring of Study Centres BLANK BLANK NPLAN

1273 E0412001 Bank Charges BLANK BLANK NPLAN

1274 E0413001 Meeting of Coordinator BLANK BLANK NPLAN

1275 E0413002 Induction Meeting BLANK BLANK NPLAN

1276 E0413004 Regional Director Meeting BLANK BLANK NPLAN

1277 E0421004 Distribution of Print Material

BLANK BLANK NPLAN

1278 E0422005 Digital Library BLANK BLANK NPLAN

1279 E0507001 Maintenance of Computer BLANK BLANK NPLAN

1280 E0204001 L.T.C. BLANK BLANK NPLAN

1281 E0204002 Medical Re-Imbursement BLANK BLANK NPLAN

1282 E0204004 Bonus BLANK BLANK NPLAN

1283 E0208001 Over Time Allowance BLANK BLANK NPLAN

1284 E0414001 Daily Wages Staff BLANK BLANK NPLAN

1285 E0421021 Refund of Fees BLANK BLANK NPLAN

1286 E0203001 NPS- ignou's Contribution BLANK BLANK NPLAN

1287 E0310088 Payment of Fee Share BLANK BLANK NPLAN

1288 E0421035 Promotional Publicity Drives BLANK BLANK NPLAN

1289 E0201092 Academic Consultants BLANK BLANK NPLAN

1290 E0310042 New Academic Intiatives BLANK BLANK NPLAN

1291 E0310100 M.Ed workshop etc. M.ED BLANK NPLAN

1292 E0204003 Tuition Fees (CEA) BLANK BLANK NPLAN

1293 E0307001 Seminar/Training/Workshop BLANK BLANK NPLAN

1294 E0401007 Insurance BLANK BLANK NPLAN

1295 E0410001 Audit Fees BLANK BLANK NPLAN

1296 E0401001 Rent of University Office BLANK BLANK NPLAN

1297 E0401004 Electricity Charges BLANK BLANK NPLAN

1298 E0401005 Water Charges BLANK BLANK NPLAN

1299 E0401006 Security Charges BLANK BLANK NPLAN

1300 E0402001 Postage BLANK BLANK NPLAN

1301 E0402003 Telephone & Fax BLANK BLANK NPLAN

1302 E0404001 Travelling Allowance BLANK BLANK NPLAN

1303 E0406001 Legal Expenses BLANK BLANK NPLAN

1304 E0407001 Printing of Forms & Register BLANK BLANK NPLAN

1305 E0408001 Purchase of Stationery BLANK BLANK NPLAN

1306 E0409001 Periodical/Journals BLANK BLANK NPLAN

1307 E0411000 Entertainment/Hospitality Exp

BLANK BLANK NPLAN

1308 E0415001 Purchase of Computer Stationer

BLANK BLANK NPLAN

1309 E0416001 Local Conveyance BLANK BLANK NPLAN

1310 E0416002 Hiring of Taxies BLANK BLANK NPLAN

1311 E0417001 Convocation BLANK BLANK NPLAN

1312 E0418001 Liveries & Uniforms BLANK BLANK NPLAN

1313 E0421007 Other Contingencies BLANK BLANK NPLAN

1314 E0506001 Repair & Maintenance of Equipment

BLANK BLANK NPLAN

1315 E0507003 AMC BLANK BLANK NPLAN

1316 E0509001 Repair of Furniture BLANK BLANK NPLAN

1317 E0405001 Advertisement BLANK BLANK NPLAN

1318 E0421003 Sport & Culture Act. BLANK BLANK NPLAN

S.No. Account Account Description Prog. Course RC Fund

Source Actuals 16-17

BE 2017-18

Actuals upto Sept.

2360 A0112001 Office Equipment PLAN CAP

BLANK PLAN

2361 A0115001 Furniture, Fixture & Fittings PLAN CAP

BLANK PLAN

620 E0301002 Payment to Counsellor BLANK BLANK PLAN

621 E0301004 Hiring of Computer Time BLANK BLANK PLAN

622 E0301005 Hiring of Laboratory BLANK BLANK PLAN

623 E0301029 Project Evaluation Charges BLANK BLANK PLAN

624 E0201101 Head of Institution BLANK BLANK PLAN

625 E0201102 Coordinator BLANK BLANK PLAN

626 E0201103 Assistant Co-Ordinary BLANK BLANK PLAN

627 E0201104 Clerical Staff BLANK BLANK PLAN

628 E0201105 Group "D" BLANK BLANK PLAN

629 E0201106 Programme Incharge BLANK BLANK PLAN

630 E0201107 Secretarial Assistant BLANK BLANK PLAN

631 E0301022 Evaluation of Assignments BLANK BLANK PLAN

632 E0301043 Practical Examination BLANK BLANK PLAN

633 E0307002 Orientation Programme BLANK BLANK PLAN

634 E0309001 Contact Programme BLANK BLANK PLAN

635 E0310117 Internet Connection at RCs/LSC

BLANK BLANK PLAN

636 E0310121 Payment to Sub RCs BLANK BLANK PLAN

637 E0310122 Satellite Downlink Facilities BLANK BLANK PLAN

638 E0310123 SMS Services BLANK BLANK PLAN

639 E0413001 Meeting of Coordinator BLANK BLANK PLAN

640 E0413002 Induction Meeting BLANK BLANK PLAN

641 E0310115 Distance Education Facilitator

BLANK BLANK PLAN

642 E0310118 Meeting of RAC BLANK BLANK PLAN

643 E0310119 Mobile Study Centres BLANK BLANK PLAN

644 E0310133 Unnat Bharat Abhiyan BLANK BLANK PLAN

645 E0310134 Village Adoption Scheme BLANK BLANK PLAN

646 E0310042 New Academic Initiatives BLANK BLANK PLAN

647 E0310069 Provision For Pro SC/ST BLANK BLANK PLAN

648 E0310135 Provision For Pro SC BLANK BLANK PLAN

649 E0310136 Provision For Pro ST BLANK BLANK PLAN

Annexure 3.7

Approved Rates of Payments : Support Services at Learner Support Centre

RSD Circular No. : IG/RSD/F&A/Revision of payments norm/2012/2897

dated 22/10/2012

SN Heads of Payment / Account Present Rate of

Payment

Approved Rate

of Payment (Rs.)

1 Theory counselling for UG programmes

for 2 hours. 300 700

2 Theory counselling for PG programmes for 2 hours. 450 1000

3 Practical counselling for all programmes up to UG for

a 4 hrs. session; for lesser duration pro-rata

applicable.

400 800

4 Practical counselling for PG programmes for a 4 hrs.

session; for lesser duration

pro-rata applicable.

500 1000

5 Conveyance charges to the academic

counsellors in accordance with the

classification of the cities of operation

Al

A

B1

B2

C

Not Classified

45

30

15

300

200

100

6 Assignment evaluation For UG 15 25

Programmes (Per assignment)

7 Assignment evaluation for PG

Programmes (Per assignment) 20 25

8 Assignment handling charges (per

assignment) 0.75 1.50

9 Data entry of assignment grades (per

entry) 0.15 0.30

10 Computer hiring charges (per hour per

PC) 20 25

11 Laboratory hire charges for

B.Sc./CPLT/B.Sc.N etc (per day) 500 600

12 Consumables (Computer Laboratory) As per actual on Production of

receipts 13 Consumables(Science/Engineering

Laboratory)

14 Machine Room Operator(Computer) (for

one complete session) 75 150

15 Laboratory Assistant(Science

Engineering) per session 150 250

16 Laboratory (Attendant) per session 112 175

17 Induction Meeting (per freshly admitted

learner) 7.5 10

18 Honorarium to Head of the Institute (p.m) 1500 4500

19 Honorarium to the Coordinator (p.m.) 3000 6000

20 Honorarium to the Programme-in charge (PIC) (p.m.) 2250 4500

21 Honorarium to the Assistant coordinator (p.m.) 2100 4200

22 Honorarium to Assistant (p.m) 1800 3600

23 Honorarium to Attendant (p.m.) 1200 2400

24 Honorarium to Safaiwala (p.m.) 1000 2000

25 Conveyance /Transportation charges to

the study Centre functionaries on actual per month

per centre subject to max. of

300 1000

26 Secretarial /Menial Assistance allowance to

programme centres p.a. (where staff are not

provided)

7500 10000

27 Honorarium for sale of Prospectus at

Study Centres (Commission per form) 1.5 5

28 Electricity charges to study centres(p.m.) 225 1000

29 Honorarium to the Assistant Programme-in charge

(PIC) (p.m.) 1500 N/A.

30 Faculty-I and II (each) 1200 N/A.

Revision of rates for different activities of B.Ed. Programme held at work centre and for workshop are given below :

Revision of rates for different activities of B.Ed. Programme held at work centre and for workshop

Heads of' Payment/Account Existing Rates Revised Rates

Activities As Work Centre

Supervision by a mentor Rs. 40/- per lesson (20 lessons) Rs. 80/-

Teacher Educator Rs 75/- per lesson (10 lessons) Rs. 150/-

TA/DA to Teacher Educator Rs. 300/- per visit (max 5 visits for two

years)

Rs. 500/-

Payment to Head

Teacher/Principal

Rs. 75/- per school based activities of

1/2 credit for over all 2 years

Rs. 100/-

Workshop eased Activities .

Remuneration to resource

person

12 days workshop total 265

session of one and half hour

each for 2 workshop per batch

Rs. 375/- per session subject to a max

of Rs. 5000/- per resource person

Rs. 750/- In case required the limit

a Rs. 7500/- per resource person

Contingencies Rs. 4500/- (2 workshop per year Rs. 9000/-

Payment Workshop In-charge Rs. I500/- per workshop

(2 workshop per year) Rs. 3000/-

Suggestions : It was suggested that the duration of counseling session should be made uniform for all courses

irrespective of the level (UG/PG).

Annexure 3.8


Form AC IV/ 1

Maintenance of Imprest Register

Regional Centre---------------------------------------------- For the month of -----------------------------------------------

------

Sr.No.

Dat

e

No

of

sub

vo

uch

ers

Nam

e o

f th

e p

aye

e an

d

par

ticu

lar

of

char

ges

Head of Account

Ad

vert

ise

men

t

Bo

oks

an

d

jou

rnal

Co

nve

yan

ce

char

ges

ente

rtai

nm

ent

Po

stag

e an

d

tele

gram

s

Pri

nti

ng

an

d

bin

din

g

1 2 3 4 5 6 7 8 9 10

Total Remarks

Petrol Purchase of stationeries

Counselling charges

Other contingencies

Any other specified

Read of the account (Cash)

Cheques where applicable

11 12 13 14 15 16 17 18 19

Total

________________________________________________________________________________

Recumbent Bill No. Date on which sent Amount Date of Receipt No. of Cheque/ Draft

Annexure 3.9


Form ACIV/6 Rule 3(d) (i) Chapter -4 ADJUSTMENT BILL

Bill No. ------------------------------- Maintenance Account Development Account Earmarked funds Accounts Deposit Account A Sum of Rs. ---------------------------------------------------was taken as advance on-----------------------by ---------------------------------------------------out of this a sum of Rs. ------------------------------------------------has been spent as per the following vouchers (enclosed).

Amount Rs.P.

6

Total Rs.

_____________________________________________________________________________________

The unspent balance of Rs.----------------------------has been deposited in the Finance Branch vice Receipt No.-----------------------dated-----------------------------

An additional amount of Rs. ---------------------------has been spent by Shri----------------in excess of the advance. This amount may please be reimbursed to Shri------------------------under the Head----------------------------------------------------------------------------------------

Date: Dy. Registrar/Asstt. Registrar

*Delete whichever is not applicable

_________________________________________________________________________________ (For use in the Finance & Accounts)

Passed for adjustment/ Payment NO PAYMENT Of Rs. --------------------------- (Rupees ------------------------------------or Paid in Cash/ Cheque

Date:

No. Voucher Date Name of the

Firm or person

to whom

payment made

Particular of

payment or

purchase

Head of

Account

1 2 3 4 5

Asstt. Finance Officer

1. Certified that purchase of -------------------Nos. of ---------------------------at Rs. ------------------each was approved

by---------------------vide Notes at page ------------------of file no---------------------

2. Certified that the articles have been purchased after calling for quotation and where lowest quotation are

not accepted reasons have been recorded. The purchase billed for have been received in good order and

according to the specifications mentioned in the supply order, their quantities are correct and quality good.

The rates and that suitable notes of payment have been recorded against the indents and invoices

concerned to prevent double payment.

3. Certified that all the overhead charges is -----------------------------loading, packing, sales tax etc .as claimed by

the supplier are in accordance with their quotation as accepted and that these have not been paid for

separately.

4. Certified that the officer who has signed the vouchers attached to the bills is duly authorized to do so 5.

5. Certified that the freight and other charges mentioned in the bill have been verified and found to be correct.

6. Certified that rates of sales tax charged by the firm have been verified and are correct and that the goods in

question are not such as have been exempted under Central Sales Tax Act.

7. Certifies that the expenditure included in this bill could not with due regard to the interest of the University,

be avoided, Sub- vouchers for all the sums are attached to this bill.

8. Certified that all the articles detailed in sub- vouchers attached to the bill have been accounted for in the

respective Stock Register.

9. Certified that all the monetary or quantitative limits prescribed in respect of items of contingences included

in the bill have not been exceeded

10. Certified that to the best of my knowledge and belief the payment entered in this bill have been duly made

to the parties entitled to receive.

11. The balance under the head of expenditure is Rs. -------------------According to the books of the Department

before payment of the bill under reference.

12. Certified that the amount is actually due and that it has not been claimed earlier.

Division/School/Centre: DRAWING OFFICER Designation;

Annexure 3.10


Form ACIV/8

REGIONAL CENTRE ----------------------------------------------

SUMMARY OF REMITTANCES MADE DURING THE MONTH OF -----------------------------------------

_________________________________________________________________________________

SL.NO. Type of Receipt Amount (Rs.) Detail of Remittance to Headquarters

___________________________________________________________________________________

DD No& Amount Date (Rs.) ___________________________________________________________________________________

(1) (2) (3) (4) (5)

___________________________________________________________________________________

1. Total Fees collected During the month

(as per Cash Book) Details given in the Annexure

2. Sale of Forms Etc

3. Grant of Forms State

Govt. Etc.

4. Bank Interest

5. Misc- Other Receipt

6. TOTAL

_________________________________________________________________________________

Rs.

Opening Balance --------------- Total Receipt as per Col. 3 -------------- TOTAL _________ Less remitted to --------------- Headquarters --------------- Col. 5. --------------- Balance Carried Over ___________

Annexure 3.11


Regional Centre

Proforma for Stock Verification Report (SVR)

List of Final Codes of SVR for Furniture & Equipment (Reconciled Statements) As On __________

S.

N.

ITEM

CODE DISCRIPTION BB* GB*

SH.(-

)* EX.(+)* O* REMARKS

1 01-01-01

REVOLVING CUSHION HIGH

BACK CHAIR

2 01-01-01 RD CUSHION CHAIR

3 01-01-01

ROUND FOAM CHAIR LONG

(HIGH BACK)

4 01-01-01

REVOLVING CHAIR CANE SEAT

BACK

5 01-01-02 REVOLVING CUSHION CHAIR

6 01-01-03 VISITING CHAIR CUSHION

7 01-01-03 CUSHION CHAIR

8 01-01-03 STEEL CHAIR CUSHIONED SEAT

9 01-01-04

CUSHION CHAIR WITH CONT.

ARMS

10 01-01-04

CHAIRS STEEL WITH CONT.

ARMS

11 01-01-04

CHAIR WITH BACK REST &

HANDLES

12 01-01-05 CHAIR CUSHION WITHOUT ARM

13 01-01-05

SINGLE CHAIR WITH BACK

REST

14 01-01-05 FOAM CHAIR HALF ARM

15 01-01-06 CANE CHAIR WITH ARMS

16 01-01-07

CANE CHAIR WITH

CONTINUOUS ARMS

17 01-01-08 CANE CHAIR WITHOUT ARMS

18 01-01-09 WHEEL CHAIR

19 01-01-10 SECRETARY CHAIR

20 01-01-11 OPERATOR CHAIR

21 01-01-12 COMPUTER CHAIR

22 01-01-13 BLOW PLAST CHAIR

23 01-01-13

BLOW PLAST CHAIR (2-IN-1

SIDE)

24 01-01-13 CHAIR S TYPE (BLOW PLAST)

25 01-01-14

REVOLVING CHAIR CANE SEAT

BACK

26 01-01-15

CHAIR FOR PACKING TABLE

(SMALL)

27 01-01-16

CHAIR FOR PACKING TABLE

(BIG)

28 01-01-17 CANTEEN CHAIR

29 01-01-18

TRAINING CHAIR WITH

HANDLE

30 01-01-19 FOLDING CHAIR

31 01-01-19 ALUMINIUM CHAIRS FOLDING

32 01-01-19 CHAIRS (MOULDED)

33 01-01-20 GODREJ CHAIR ARMLESS, CH-18

34 01-02-01 EXECUTIVE TABLE 6X3X2

35 01-02-02 TABLE CONFERENCE 6X3

36 01-02-03 TABLE 5X3X2.5

37 01-02-04 TABLE 54X27X30

38 01-02-05 TABLE 54X30X30

39 01-02-06 TABLE 4X2X2.5

40 01-02-06 TABLE WITHOUT DRAWER

41 01-02-06 TABLE WOODEN

42 01-02-06 TABLE WITH TWO DRAWER

43 01-02-06 TABLE (MIDIUM)

44 01-02-07 TABLE 36X36X30

45 01-02-08 TABLE 3X2X2.5

46 01-02-08 TABLE WITH 1 DRAWER

47 01-02-09 LAND CENTRE TABLE

48 01-02-10 SECRETARY TABLE

49 01-02-11 STUDY TABLE 4X2X2.5

50 01-02-12 GODREJ L-SHAPE TABLE

51 01-02-13 DINING TABLE

52 01-02-14 TECHNICAL TABLE

53 01-02-15 CANTEEN TABLE 2.5X2.5

54 01-02-16 WORKING TOP 1500X600X150

55 01-02-17 WORKING TOP

56 01-02-18

WORKING TOP BOTTOM

1800X600X850

57 01-02-19 WORKING TOP 2100X600X150

58 01-02-20 RACK WITH 1050X800X800

59 01-02-21 EXHUST HOOD ALIMINIUM

60 01-02-22 FOUR BURNER RABGE GAS

61 01-02-23 STOCK POT STOVE

62 01-02-24 WATER BOILOR 75 LT.

63 01-02-25 PICU-UP COUNTER

64 01-02-26 3 SINK UNIT

65 01-02-27 WALL SHELF

66 01-02-28 CLEAN RACK

67 01-02-29 S.S. POT

68 01-02-30 TEA POT 10 LTR.

69 01-02-31 BACK-UP COUNTER

70 01-02-32 ALIMINUM COUNTER

71 01-02-33 DEEP FISHER

72 01-02-34 DOSA GAS GATTI

73 01-02-35 CHAPATI GAS BHATTI

74 01-02-36 TARAZU

75 01-02-37 MASALA GRINDER

76 01-02-38 GLASS RACK ALIMINUM

77 01-02-39

DAL BIN,PATATO BIN,ONION

BIN

78 01-02-40

WOODEN SMALL TABLE

(ORDINARY)

79 01-02-40 TEA TABLE (SMALL)

80 01-02-40 SMALL TABLE (WOODEN)

81 01-03-01 STOREWELL CUP BOARD (BIG)

82 01-03-01 ALMIRAH PLAIN WITH SELVES

83 01-03-01 STOREWELL PLAIN

84 01-03-01 LIBRARY CUPBOARD STEEL

85 01-03-02

STOREWELL CUP BOARD

(SMALL)

86 01-03-02

ALMIRAH MINOR/SMALL (WITH

LOCKER)

87 01-03-02 STORAGE UNIT

88 01-03-03 STOREWELL 24 PIGEON HOLES

89 01-03-04 STOREWELL GLASSDOOR

90 01-03-04

STEEL STOREWELL WITH

GLASS

91 01-03-05

STOREWELL CUPBOARD (8

LOCKS)

92 01-03-06

FIRE PROOF CHHUB

STOREWELL

93 01-03-07 GODREJ COMPACTOR

94 01-03-07 MOBILE COMPACTOR

95 01-04-01 BOOK CASE

96 01-04-01 BOOK CASE WITH GLASSDOOR

97 01-04-02

LIBRARY STACK DOUBLE

FACED

98 01-04-03 LIBRARY STACKS

99 01-04-04 BOOK SELF

100 01-05-01 FILING CABINET (4 DRAWERS)

101 01-05-02 FILING CABINET (2 DRAWERS)

102 01-05-03 CATALOGUE CARD CABINET

103 01-05-04 CARDEX CABINET (14 TRAY)

104 01-05-05 PERIODICAL DISPLAY WOODEN

105 01-05-05 PERIODICAL DISPLAY RACK

106 01-05-06 EXHIBITION STAND

107 01-05-07 SERVICE COUNTER

108 01-05-08

MAGAZINE DISPLAY RACK

SMALL

109 01-05-09

FIRE PROOF FILING CABINET

CHHUB

110 01-05-10

WOODEN FILE CABINET FIXED

IN WALL

111 01-05-10 WALL CUPBOARD WOODEN

112 01-06-01 STEEL RACK BIG 78X36X16

113 01-06-01 RACK 72X36X15

114 01-06-01 RACK (MULTIPLEX) 6X36X18

115 01-06-01 RACK OPEN (6X3X15)

116 01-06-01 RACK (MULTIPLEX) 7X36X15

117 01-06-01 ANGLE MULTIPLEX RACK

118 01-06-01

BIG RACK (OPEN RACK ON

SCOTTED ANGLE IRON)

119 01-06-01

IRON BOOK RACK (3 SHELVES

OPEN TYPE)

120 01-06-01


OPEN TYPE)

121 01-06-01


OPEN TYPE)

122 01-06-01


OPEN TYPE)

123 01-06-01


CLOSED TYPE)

124 01-06-01


CLOSED TYPE)

125 01-06-02 STEEL RACK SMALL 30X36X16

126 01-06-02 RACK 30X36X15

127 01-06-02 RACK 6X36X15

128 01-06-02 SIDE RACK (2.5X3X15)

129 01-06-02 SIDE RACK WITH 3 SELVES

130 01-06-02 STEEL RACK (SMALL)

131 01-06-02


OPEN TYPE)

132 01-06-03 WOODEN SIDE RACK

133 01-06-03 RACK (SIDE)

134 01-06-04 STEEL RACK PLATFORM

135 01-06-05

STEEL RACK FLOPPY STORAGE

UNIT 6 DRAWER

136 01-06-07

ALUMINIUM RACK FOR

CANTEEN

137 01-07-01 REVOLVING STOOL CUSHION

138 01-07-01 IRON STOOL

139 01-07-01 TABLE IRON (4X2)

140 01-07-02 STOOL WOODEN

141 01-07-03 NEWS PAPER RACK

142 01-07-04 STEEL STOOL MOVING ROUND

143 01-07-05 BENCH WOODEN

144 01-08-01 MIKE STAND/SPEAKER STAND

145 01-08-01 MIKE FOR LAB

146 01-08-02 FIRE BUCKET STAND

147 01-08-02 3 FIRE BUCKET STAND

148 01-08-02 4 FIRE BUCKET

149 01-08-03 VIDEO CASSETTE STAND

150 01-08-04 ROOM COOLER STAND

151 01-08-04 COOLER STAND

152 01-08-05

STAND FOR MISCELLANEOUS

ITEM

153 01-08-06 ALUMINIUM SHETTER

154 01-08-07 STOVE BRASS

155 01-08-07 STOVE

156 01-08-08 STOVE ELECTRIC

157 01-08-09 ATLAS DISPALY STAND

158 01-08-10 MAP STAND

159 02-01-01 SLIDING DOOR

160 02-01-01 SLIDING UNIT

161 02-01-02 WOODEN PARTITION

162 02-01-03 DOOR CLOSURE

163 02-01-04 PALMETS

164 02-02-01 EXECUTIVE CUSHION CHAIR

165 02-02-01 FOAM CHAIR (BLACK)

166 02-02-02 EASY CHAIR

167 02-02-03 SOFA SINGLE SEATER

168 02-02-03 WOODEN SOFA CHAIR

169 02-02-04 CHAIR FOR CONFERENCE

170 02-02-04

CHAIR FOR CONFERENCE (TIN

CHAIR)

171 02-02-05

DINING CHAIR (WOODEN

CUSHIONED)

172 02-02-06 READING ROOM CHAIR

173 02-02-07 SOFA SET 3 SEATER



176 02-03-01 CENTRE TABLE 4X2

177 02-03-01 CENTRE TABLE

178 02-03-01 CENTRE TABLE (FOLDING

STEEL TOP)

179 02-03-02 CENTRE TABLE 3X1.5

180 02-03-03 CENTRE TABLE 2.5X2.5

181 02-03-04 CENTRE TABLE 45X24

182 02-03-05 COMPUTER TABLE (MONITOR)

183 02-03-05 TABLE VDU PLAIN

184 02-03-05 COMPUTER TABLE FOR LAB

185 02-03-05 MONITOR DESK

186 02-03-06 PRINTER TABLE

187 02-03-06 PRINTER DESK

188 02-03-07 WOODEN SMALL STOOL

189 02-03-08 BED SIDE TABLE

190 02-03-09 DRESSING TABLE

191 02-03-09

DRESSING TABLE FOR GUEST

HOUSE

192 02-03-10 WOODEN CABINET TABLE

193 02-03-11 CONFERENCE TABLE

194 02-03-12 EXECUTIVE TABLE

195 02-03-13 PACKING TABLE

196 02-03-14

RECEPTION TABLE/RECEPTION

WOODEN TABLE

197 02-03-14 WOODEN RECEPTION DESK

198 02-03-15 LIBRARY COUNTER 10X14

199 02-03-16 TABLE TOP WOODEN

200 02-03-17 PEG WOODEN

201 02-03-18 STOOL GLASS

202 02-03-19 ROOM PARTITION

203 02-03-20

READING DOUBLE FACED

WOODEN TABLE

204 02-03-21 SPL.COMPUTER TABLE 4X1.5'

205 02-03-22 WOODEN TABLE

206 02-04-01 TV CABINET

207 02-04-01 TV STAND

208 02-04-01 TV TROLLY

209 02-04-01

TV STAND WITH TWO RACKS

(WOODEN)

210 02-04-01 STEEL CABINET FOR VIDEO/TV

211 02-04-01 TV CASE WITH 2-IN-1 CASE

212 02-04-02 DUPLICATOR CABINET

213 02-04-06 WOODEN COVER FOR PCAT

214 02-04-07 VIDEO CASE

215 02-04-08 SHOW CASE

216 02-04-08 SHOW PIECE

217 02-04-09 SUIT/BRIEF CASE

218 02-05-01

WOODEN

STOREWELL/WOODEN

ALMIRAH

219 02-05-01

LARGE SIZE WOODEN

CUPBOARD

220 02-05-02 HAND METAL DETECTOR

221 02-05-03 WOODEN CABINET SMALL

222 02-05-04 BED

223 02-05-04 WOODEN BEDS/FOLDING BEDS

224 02-05-05 RACK SHOE (TEAK WOOD)

225 02-05-06 AUDIO CASSETTE RACK

226 02-05-07 COAT WOODEN

227 02-05-07

WOODEN COAT FOR GUEST

HOUSE

228 02-05-08 FLOPPY STORAGE UNIT

229 02-05-08

CABINET FOR STRING

CASSETTES (2DR.VFC)

230 02-05-09 C.D. STORAGE UNIT

231 02-05-09 C D BOX WOODEN

232 02-05-10 DOUBLE BED

233 02-05-11 FOLDING COAT

234 02-05-12 TAKHAT

235 02-05-13 FOLDING TABLE

236 02-05-13

TABLE STEEL PIPE FRAME &

SUNMICA

237 02-07-02 NEWSPAPER DISPLAY STAND

238 02-07-03 SUGGESTION BOX

239 02-07-04 PIGEON BOX

240 02-07-04 PIGEON HOLE RACK

241 02-07-05 LECTURE STAND WOODEN

242 02-07-06 WOODEN LETTER BOX

243 02-07-07 DAK BBOX LEATHER

244 02-07-08 FIRST AID BOX

245 02-08-01 DISPLAY NOTICE BOARD

246 02-08-01 NOTICE BOARD (PLYWOOD)

247 02-08-01 NOTICE BOARD

248 02-08-01 DISPLAY BOARD (GREEN)

249 02-08-01 NOTICE BOARD 3X2




253 02-08-01

NOTICE BOARD WOODEN 60X26

SLIDING

254 02-08-02 WHITE BOARD

255 02-08-02 SIGN BOARD/WHITE BOARD

256 02-08-02 SIGN BOARD (GLOW)

257 02-08-03 BLACK BOARD

258 02-08-03 BLACK BOARD WITH STAND

259 02-08-04 KEY BOARD

260 02-08-06 PESTOGRAPHY BOARD

261 02-08-07 STEEL CABINET DRAWING

262 02-09-01 FOOT REST

263 02-09-02 DESK TABLE TOP

264 02-10-01 NEWSPAPER BOX

265 03-01-01 ELECTRONIC TYPEWRITER

266 03-01-02 ELECTRIC TYPEWRITER

267 03-01-03

MANUAL POLICY SIZE

TYPEWRITER(ENG.)

268 03-01-04 TYPEWRITER ENGLISH

269 03-01-05 TYPEWRITER HINDI

270 03-01-06 TYPEWRITER - Gujarati

271 03-01-06

TYPEWRITER BILENGUAL

(ELECT.)

272 03-02-01 PHOTOCOPIER MACHINE

273 03-02-02 PHOTOCOPIER COLOUR

274 03-03-01 FRANKING MACHINE

275 03-04-01 DUPLICATING MACHINE

276 03-04-02 BINDING MACHINE

277 03-04-02 SPIRAL BINDING MACHINE

278 03-04-02 DATA BIND MACHINE

279 03-04-03 LAMINATING MACHINE

280 03-04-04 STAPLING MACHINE

281 03-04-05 PUNCHING MACHINE

282 03-04-06 PACKING MACHINE

283 03-04-07

PAPER SHREDDING/CUTTER

MACHINE

284 03-04-08 NUMBERING MACHINE

285 03-05-01 WEIGHING MACHINE

286 03-05-01

POSTAL WEIGHING MACHINE

(250G)

287 03-05-01

POSTAL BRODMA WEIGHING

MACHINE

288 03-05-01

ELECTRONIC POSTAL

WEIGHING MACHINE

289 03-05-01 POSTAL SCALE

290 03-05-02 CYCLE

291 03-05-03 CYCLE PUMP

292 03-05-04 RIKSHAW

293 03-05-05 DRILL MACHINE

294 03-06-01 FIRE EXTINGUISHER

295 03-06-01 FIRE EQUIPMENTS

296 03-06-01

SODA ACID FIRE

EXTINGUISHER

297 03-07-01 CASH BOX

298 03-07-01 SINGLE DOOR SAFE

299 03-07-02

CALCULATOR POCKET

consumable

300 03-08-01 STENCIL CUTTER

301 03-09-01 TROLLEY IRON/WOODEN

302 03-09-01 WHEEL TROLLY

303 03-09-02 LADDERS

304 03-09-02 ALUMINIUM LADDER

305 03-09-03 STEEL TRUNK

306 03-09-03 TRUNK BIG SIZE

307 03-09-03 TIN BOX

308 03-09-04 TENDER BOX/ALUMINIUM BOX

309 03-09-05 BATTERY CONTROL SYSTEM

310 03-09-06 P A SYSTEM

311 03-09-06

P A SYSTEM WITH

MICROPHONE, STAND

312 03-09-07 BATTERY

313 04-01-01 WATER COOLER

314 04-01-02 WATER PUMP

315 04-01-02 MOTOR PUMP (CROMPTON)

316 04-01-02 MONOBLOCK PUMP

317 04-01-03

COOLER FAN FITD. IN DESERT

COOLER

318 04-01-04 WATER TANK

319 04-01-04 WATER CONTAINER

320 04-01-04 TUNKI (DROP BOXES)

321 04-02-01 DESERT COOLER

322 04-02-01 COOLER ROOM WITH STAND

323 04-02-01 ROOM COOLER

324 04-02-01 AIR COOLER

325 04-02-02

JUMBO COOLER (LARGE Sz.

DESERT C.)

326 04-03-01 AIR CONDITIONER

327 04-03-02

SPLIT TYPE A.C 1.5TR & 2.0 TR

CPCITY

328 04-03-03

PACKAGE TYPE AC PLANT

WITH ASSOCIATE ITEM

329 04-04-01 HEAT CONVECTOR

330 04-04-01 ROOM HEATING BLOWER

331 04-04-01 BLOWER

332 04-04-02 FOOD HEATER

333 04-04-02 GAS HEATER

334 04-04-03 HOT CASE

335 04-04-04 ELECTRIC STOVE

336 04-05-01 ROOM HEATER

337 04-05-01 HEATER

338 04-05-02 ROOM THERMOMETER

339 04-05-03 ELECTRIC METER

340 04-05-04 ELECTRO GUARD

341 04-06-01 CEILING FAN

342 04-06-01 CEILING FAN (ORIENT)

343 04-06-02 PEDESTAL FAN

344 04-06-03 WALL MOUNTED FAN

345 04-06-05 EXHAUST FAN

346 04-06-06 USHA PRIMA FAN

347 04-06-07 TABLE FAN

348 04-06-08 CAR FAN

349 04-06-08 FAN FOR STAFF CAR

350 04-08-01 REFREGERATOR

351 04-08-02 ACQUAGUARD FILTER

352 04-08-02 USHA WATER GUARD

353 04-08-02 WATER FILTER

354 04-08-03 ZERO B PURIFIER

355 04-08-03 WATER PURIFIER

356 04-09-01 GYSERS

357 04-10-01 EMERGENCY LIGHTS

358 04-10-01 EMERGENCY LIGHTS (TIN)

359 04-10-02 GAS PATRO MAX

360 04-10-02 PETROMAX

361 04-10-02 GAS LIGHT

362 04-10-03 FLOOD LIGHT

363 04-10-04 GAS CYLINDER

364 04-10-05 GAS STOVE

365 04-11-01 TABLE LAMP

366 04-11-01 TABLE LIGHT

367 04-12-01 DESK CALCULATOR

368 04-13-01 DOCUMENT SHEDDER

369 04-14-01 WALL CLOCK

370 04-15-01 VACUUM CLEANER

371 04-16-01 PORTABLE GENERATOR SET

372 04-16-01

3 KVA ELECTRONIC GEN. WITH

5 EXIDE

373 04-16-01 GENERATOR

374 04-16-02 D.G. SET 200 KVA

375 04-16-03 D.G. SET 437.5 KVA

376 04-16-04 GENERATOR SET 15 KVA

377 04-17-01 LOCKER

378 04-17-02 LOCK

379 04-17-02 LOCK NAVTAL

380 04-17-02 LOCKS (45X40MM)

381 04-18-01

WATER SUPPLY BOOSTER

PUMSETS

382 04-18-02 SUBMERSIBLE PUMPSETS

383 04-19-01

SUB STATION EQUIP. LIKE

TRANSFORMERS

384 04-19-02 H.T. PANELS

385 04-19-03 L.T. PANELS

386 05-01-01 VCR

387 05-01-02 DVD PLAYER/CD PLAYER

388 05-01-02 CD PLAYER

389 05-01-03 VCD PLAYER

390 05-01-03 VCD PLAYER WITH REMOTE

391 05-02-01

TAPE RECORDER/CASSETTE

RECORDER

392 05-02-01 CASSETTE RECORDER

393 05-02-01

TAPE RECORDER WITH TWO

SPEAKERS

394 05-02-01 TWO IN ONE

395 05-02-02 AMPLI SPEAKER/AMPLI FIRE

396 05-02-02 SPEAKER SUPPLIED TO LAB

397 05-02-03

WOOD CABINET FIRE

PROT.AUDIO SYS.

398 05-02-04

AUDIO CONFERENCE

EQUIPMENT

399 05-02-05 AUDIO LOUD SPEAKER

400 05-02-05 AUDIO SYSTEM

401 05-02-06 MICROPHONE

402 05-02-07 SPEAKER

403 05-02-07 MUSIC/SOUND SYSTEM

404 05-02-07 THOMSON SOUND SYSTEM

405 05-02-08 HEAD PHONE

406 05-03-01 T.V.(COLOR)

407 05-03-01 EC TV RECEIVED FROM SC

408 05-03-01 SAMSUNG TV

409 05-03-01 TV 21" AKAI

410 05-03-02 T.V. ANTENA

411 05-03-03 DISH ANTENA

412 05-03-04 MONITOR RACK

413 05-03-04 MONITOR BASE

414 05-03-05 EDITING CONSOLE

415 05-03-06 TELECINE LAMINATED

416 05-04-01 VOLTAGE STABILISER

417 05-04-01 STABLIZER KV-1

418 05-04-01 STABLIZER AUTO CUT

419 05-04-01 STABLIZER

420 05-05-01 VIDEO-RAMA

421 05-06-01 SERVO STABILISER

422 05-07-01 OVERHEAD PROJECTOR

423 05-07-01

PROJECTOR SCREEN (WITH

STAND)

424 05-07-02 OHP SCREEN

425 05-08-01 SLIDE PROJECTOR

426 05-09-01 VIDEO CABINET WOODEN

427 05-09-01

AUDIO/VIDEO CASSETTE

CABINET

428 06-01-01 PERSONAL COMPUTER

429 06-01-01 COMPUTER (OLD)

430 06-01-01 COMPUTER OLD-XT

431 06-01-02 COMPAQ PROLINEA 575 E

432 06-01-03 COMPAQ PROLINEA 466

433 06-01-04 COMPAQ PRESSSARIO CDS 524

434 06-01-05 COMPAQ AERO 4/33C

435 06-01-06

COMPAQ PROLINEA 466 CD

ROM

436 06-01-07 COMPAQ M-MEDIA PRESSARIO

437 06-01-08

PENTIUM FRONT END NODES

UNICORP

438 06-01-09

CQ M-MEDIA PRESS.C308

WORKSTATION

439 06-01-10 COMPAQ DESKPRO 2000

440 06-01-11

NOTE BOOK COMP. CQ ARNADA

1130

441 06-01-12 LITE PRO 620 (LCD PROJECTOR)

442 06-01-13 VAX 8530 (MAIN FRAME COMP.)

443 06-01-14 OMR MICRO VAX

444 06-01-15 VAX/UNIX TERMINALS

445 06-02-01 HP LASER PRINT.4+ WITHOUT

N/w CORD

446 06-02-02 LASER PRINTER HP 5P

447 06-02-03 EPSON FX-1170 DMP

448 06-02-04 BARCODE PRINTER

449 06-02-05 TVSE CI 5000 PRINTER

450 06-02-05 TVSE MSP (PRINTER)

451 06-02-06

LINE PRIN.8000LPM(Lipi)/B-

300/CITOH

452 06-02-06 LINE PRINTER LIPIT6050

453 06-02-07

DOT MAT.PRIN.WIPRO EX/FX-

200

454 06-02-07

PRINTER DOT MATRIX LTVS

MSP-335

455 06-02-08

INK.PRIN.DESK JET

200/870C/560C/DJ

456 06-02-08 DESK JET PRINTER 610C

457 06-02-09 LASER PRINTER LASER JET 6P

458 06-02-10 DESK JET 870 CXI

459 06-02-10 PRINTER DESK JET 32

460 06-02-10 DESK JET 3650

461 06-02-11

TETRONIX PHASOR 350 COLOUR

PRIN.

462 06-02-12 SELECT 360 PRINTER

463 06-02-13 COLOUR HIGH WRITER 12/600

464 06-02-14 XEROX HIGH SPEED PRINTER

465 06-02-15 LASER PRINTER II,IIIP,IVP/IVMC

466 06-02-15 LASER PRINTER FOR LAB

467 06-02-05 LASER PRINTER

468 06-02-16 DMP PRINTER EX-1000 WIPRO

469 06-02-17 PRINTER LASER JET 1100

470 06-02-18 PRINTER HP LASER JET 2100

471 06-02-19

PRINT.C409 HEWLETT

PACKERED PRINTERS

472 06-02-20 PRINTER WIPRO LINE

473 06-02-21 PRINTER COLOUR HEWLETT

474 06-02-22 PRINTER LASER JET 4-L

475 06-02-23 PRINTER HP LASER JET 2001

476 06-02-24 PRINTER LASER JET 840-C

477 06-02-25

PRINTER HEWELETT PACKERED

2000-C

478 06-02-26 PRINTER HP COLOUR

479 06-02-27 PRINTER WIPRO LQDX-GOLD

480 06-02-28 PRINTER HP COLOUR JET 4550-N

481 06-02-29 PRINTER HP PROFESSIONAL

COLOUR

482 06-02-30 PRINTER LASER JET 42

483 06-02-31

PRINTER COLOR HP DESK JET

845-C

484 06-02-31 HP DESKJET PRINTER (3550)

485 06-02-32 PRINTER HP-3820 DESK JET

486 06-02-33 PRINTER HP-LASER JET-4200

487 06-02-34 HP LASER JET 4500N

488 06-02-35 HP LASER JET 8000DN

489 06-02-36 LASER JET 1320

490 06-02-37 SAMSUNG ML-1520P

491 06-02-37 LASER PRINTER (SAMSUNG)

492 06-02-38 HP3420(HAVY DUTY)

493 06-02-39 PRINTER INK JET

494 06-02-40 PRINTER HP DESK JET 5438

495 06-02-41 PRINTER HP DESK JET 3845

496 06-02-42 PRINTER CANNON

497 06-03-01 HP SCANJET 4C

498 06-03-02 BARCODE SCANNERS

499 06-03-03

VISTA S6 COLOR SCANNER FOR

MAC

500 06-03-04 SCANNER

501 06-03-04 SCANNER FOR LAB

502 06-04-01 SERVER PROSIGNIA 200

503 06-04-02 SERVER PROSIGNIA 300

504 06-04-03 RS-6000 (IBM SERVER)

505 06-04-04 COMPUTER SERVER TNT

506 06-04-05 UNIX SERVER

507 06-04-06 SERVER PRIMERCY

508 06-04-06 SIEMENS PRIMARY SERVER

509 06-04-07 SERVER

510 06-04-07 COMPUTER (SERVER)

511 06-04-07 COMPUTER LAN SYSTEM

512 06-04-07 SERVER FOR LAB

513 06-04-08 D-LINK PRINT SERVER

514 06-05-01

POWER MACINTOSH 8500/-120

CD

515 06-05-02 POWER MACINTOSH 7200/90 CC

516 06-05-03

QUICK TAKE CAMERAS FOR

WINDOWS

517 06-05-04

QUICK TAKE CAMERAS FOR

MAC

518 06-05-05

CD MAST.DEVICE PINNACLE

MICROS RCD-5040

519 06-05-06 WEB CAMERA

520 06-05-07 CAMERA

521 06-06-01 MONITOR HCL

522 06-06-02 MONITOR ZENITH

523 06-06-03 MONITOR COMPAQ

524 06-06-04 MONITOR SIMENS

525 06-06-05

MONITOR ANALOG SPLITTER

AND EXTENDER

526 06-06-06 MONITOR COPAQ EVO D-320

527 06-06-07

COMPUTER MONITOR (ANY

COMP.)

528 06-06-08 CPU (ANY COMP.)

529 06-06-09 MONITOR DATAMINI

530 06-07-01 COMPUTER DATAMINI

531 06-07-02 COMPUTER SIEMENS

532 06-07-03 COMPUTER MICROPHONE

533 06-07-04 COMPUTER COMPAQ-OLD

534 06-07-04 COMPUTER COMPAQ

535 06-07-04 COMPAQ 286

536 06-07-05

COMPUTER WITH POWER

UNICORP

537 06-07-06 COMPUTER UNICORP

538 06-07-07 COMPUTER HCL

539 06-07-08 COMPUTER POWER-PRO 5000

540 06-07-09 COMPUTER PCL

541 06-07-10 COMPUTER ZENITH

542 06-07-11 COMPUTER SUN MICROSYSTEM

543 06-07-12

COMPUTER PRO-LINK MULTI

MEDIA

544 06-07-12 MULTIMEDIA

545 06-07-13 COMPUTER COMPAQ EVO D-320

546 06-07-14 COMPAQ PENTIUM COMPUTER

547 06-08-01 COMPUTER SPEAKER

548 06-08-02

COMPUTER HEAD AND AIR

PHONES

549 06-08-03 COMPUTER MOUSE

550 06-09-01 ZIP DRIVER

551 06-10-01 COMPUTER SHARER

552 06-10-02 LOGIC SHARER

553 06-10-03 PRINTER SHARER

554 06-11-01 COMPUTER HUB

555 06-11-01 D-LINK HUB FOR LANE

556 06-11-01 HUB D-LINK

557 06-12-01 CD WRITER

558 06-12-02 CD DRIVER

559 06-13-01 MODEM SET

560 06-13-02 MODEM RADIO LINK

561 06-14-01 COMPUTER KEY BOARD

562 06-15-01 LAP TOP COMPUTER SIMENS

563 06-15-02 LAP TOP COMPUTER COMPAQ

564 06-16-01 U.S. ROBOTICS MACHINE

565 06-16-02 ROUTER

566 07-01-01 AMBASSADOR CAR

567 07-01-01 CAR

568 07-01-02 MARUTI VAN

569 07-01-03 MARUTI GYPSY

570 07-01-04 MATADOR VAN

571 07-01-05 TATA MINI BUS

572 07-01-06 DCM TOYOTA

573 07-01-07 DCM MINI BUS

574 07-01-08 TRUCK HEAVY DUTY

575 07-01-09 AUTO THREE WHEELER

576 07-01-10 MOTORCYCLE

577 07-01-11 CAR STEREO

578 07-01-12 CAR WATCH

579 07-01-13 UNDER VEHICLE MIRROR

580 07-01-14 MARUTI ESTEEM CAR

581 07-01-15 M&M DIESEL JEEP

582 07-02-01

FIRE TANK TROLLY WITH

ENGINE

583 08-01-01

CONSTANT VOLTAGE

TRANSFORMER

584 08-02-01 UPS 1 KV

585 08-02-02 UPS 1.5 KV

586 08-02-03 UPS 2.0 KV

587 08-02-04 UPS 3.0 KV

588 08-02-05 UPS 4.0 KV

589 08-02-06 UPS 5.0 KV

590 08-02-07 UPS ABOVE 5.0 KV/15 KVA

591 08-02-08 UPS BELOW 1 KV

592 08-02-08 UPS 600 VA

593 08-02-09 INVERTOR

594 08-02-09 SIGNAL BOARD INVERTER

595 09-01-01 EPABX INSTRUMENT

596 09-01-01

INTERCOM SYSTEM

PANASONIC

597 09-01-01 CONFERENCE PHONE SET

598 09-01-02 TELEPHONE INSTRUMENT

599 09-01-02

TEL. INSTRUMENT WLL PH NO

27492

600 09-01-02

TELEPHONE INSTRUMENT

CORAL

601 09-01-02

TELEPHONE INSTRUMENT

SECURE

602 09-01-02 TELEPHONE (DBL)

603 09-01-02 COMBO TELEPHONE SET

604 09-01-02 TELEPHONE APPARATUS

605 09-01-03 CORDLESS PHONE

606 09-01-04 TELEX MACHINE

607 09-01-05 FAX MACHINE

608 09-01-05 FAX (PANASONIC) (KXFP)

609 09-01-06 AUTO DIALING MACHINE

610 09-01-07 TELE ANSWERING MACHINE

611 09-02-01 EPABX ENCHANGE SYSTEM

612 09-02-01

INTERCOM SYSTEM

PANASONIC

613 10-01-01 CHAIR SMALL FOR CRECHE

614 10-01-02 CHAIR PLASTIC FOR CRECHE

615 10-01-03 CHAIR 3 SEATER (CANTEEN)

616 10-01-03

PLASTIC CHAIRS (EACH SET

HAVING 3)

617 10-01-04 PIDHI

618 10-01-05 WOODEN CARDLESS WITH COT

619 10-01-06 MATTROESS

620 10-01-07 CARPET/ COIR MATTING

621 10-01-08 DARI BIG

622 10-01-08 DARI 10X10

623 10-01-08 DARI 15X10

624 10-01-08 DARI 15X9

625 10-01-08 DARI 18X15

626 10-01-08 DARI 20X15

627 10-01-09 DARI SMALL

628 10-01-09 DARI (KHADI PATTI)

629 10-01-09 DARI 10X8

630 10-01-10 GARDEN JHULLA

631 10-01-11 WASHING MACHINE

632 10-01-12 LIFT

633 10-01-13

BOOK DISPLAY BOX WOODEN

FOR CRECHE

634 10-01-14

BOOK DISPLAY BOX IRON FOR

CRECHE

635 10-01-15 SEWING MACHINE

636 10-01-18 WOODEN BOX

637 10-01-18 ASSIGN./P.R. BOX

638 10-01-19 KEY BOARD

639 10-01-20

STOREGE UNIT/MISSCELANIUS

ITEM

640 10-01-21

DESK WITH SITTING GOR

CRECHE

641 10-01-22 WHITE PLASTIC CHAIR

642 10-01-22 PLASTIC CHAIR

643 10-02-01 WEIGHT MACHINE

644 10-02-02 L SHAPE TABLE FOR CRECHE

645 10-02-03 ROUND TABLE FOR CRECHE

646 10-03-01

CANTEEN TABLE 5X2 FOR 3

SEATER CHAIR

647 11-01-01 MICROFISCH READER

648 12-01-01

CANTEEN SERVICE COUNTER

ALUMINIUM

649 13/01/01 SECURITY EQUIPMENT

650 14/01/01 PLATFORM

651 15/01/01 SOLOAR LANTERN

652 15/01/02 LANTERN

653 16/01/01 DRUM (TIN)

654 20/01/01 CHAIR (9001-D) H.O.D.

655 20/01/02 CHAIR-A (7001-D)

656 20/01/03 CHAIR-B (7002-D)

657 20/01/04 CHAIR-C (7046R)

658 20/01/05 VISITORS CHAIR (7003-D)

659 20/02/01 TABLE H.O.D.

660 20/02/02 TABLE-A

661 20/02/03 TABLE-B

662 20/02/04 TABLE-C

663 20/02/05 TABLE SMALL (T-101)

664 20/02/06 CENTRE TABLE

665 20/02/07 CONFERENCE TABLE

666 20/02/07

ROUND TABLE (WOODEN WITH

CLOTH ON TOP)

667 20/02/08 SIDE TABLE MADULAR

668 20/02/09

SIDE STOOL

STEEL/WOODEN/GLASS

MADULAR

669 20/03/01 SOFA SET SINGLE SEATER

670 20/03/02 SOFA SET 2 SEATER

671 20/03/03 SOFA SET 3 SEATER

672 20/04/01 S.D.U. BIG

673 20/04/01

SIDE RACK WITH 2 SHELVES

(GODREJ MODEL No. SDU-10

WITH TDP

674 20/04/02 S.D.U. MEDIUM

675 20/04/03 S.D.U. SMALL

676 20/04/04 L.F.C.

677 21/01/01 CHAIR-EXECUTIVE (PCH-9101 R)

678 21/01/02 CHAIR- OFFICER (PCH 7001)

679 21/01/03 CHAIR-COMPUTER (PCH 7042R)

680 21/01/04 CHAIR-REVOLVING (PCH 7002)

681 21/01/04

PREMIUM EXECUTIVE CHAIR

PCH-7002

682 21/01/04 CHAIR PCH-7002D

683 21/01/05 CHAIR-VISITOR (PCH 7003)

684 21/01/06 CANE REVOLVING (CH 1014)

685 21/01/07 CHAIR-CANE (CH 7)

686 21/01/08 CHAIR REVOLVING (CHS 10)

687 21/01/09 CHAIR CUSHION (CHS 204)

688 21/01/10 CHAIR REVOLVING (PCH 729)

689 21/01/11 CHAIR COMPUTER (PCH 7021)

690 21/01/11

CHAIR PRIMIUM WORK CHAIR

PCH-7021

691 21/01/12 CHAIR WITH ARMS (PCH 7044)

692 21/01/13

CHAIR WITHOUT ARMS (PCH

7043)

693 21/01/14 CHAIR (PCH 7041)

694 21/01/15 CHAIR (PCH 7000)

695 21/01/16 CHAIR (PCH 7022)

696 21/01/17 CHAIR (CHR 4)

697 21/01/18 CHAIR 153

698 21/01/19 CHAIR (CH 18)

699 21/01/20 CHAIR (CH 06)

700 21/02/01 TABLE 907X590) (T 32)

701 21/02/02 TABLE (1195X590) (T 8)

702 21/02/03 TABLE (1365X680) (T 9)

703 21/02/03 TABULAR TABLE JUNIOR T-9

704 21/02/04 TABLE (1665X900) (T 104)

705 21/02/05 TABLE (1800X900) (S 1071)

706 21/02/06 TABLE-READING (T 402)

707 21/02/07 COMPUTER TABLE (BUDDY)

708 21/02/08

COMPUTER TABLE (WORK

STATION)

709 21/02/09 CENTRE TABLE (CPR 5308 E)

710 21/02/10 TABLE (T-16)

711 21/02/11 CONFERENCE TABLE (T 125)

712 21/02/12 TABLE (T 102)

713 21/03/01 SOFA SET (2 SEATER) (FLEXI)

714 21/03/02 SOFA SET (3 SEATER) (FLEXI)

715 21/04/01 FILING CABINET (2 DRAWERS)

716 21/04/02 FILING CABINET (4 DRAWERS)

717 21/05/01 ALMIRAH (SMALL)

718 21/05/02 ALMIRAH (BIG)

719 21/05/03 ALMIRAH (HOUSE)

720 21/06/01 BOOK CASE

721 18/01/04 INTEGRATED WORK STATION

722 18/01/10 CHAIR TABULAR

723 18/01/11 LAWN MOWER

724 18/01/13 SLOTTED ANGLES

725 18/01/16 AMP COTS

726 18/01/17 COLORI METER

727 18/01/18 CONDUCTOR METER

728 18/01/19 CPC

729 18/01/20

GODREJ MULTIPLEX SYSTEM -

2" -6X36X15 WITH 3 PANELS

730 18/01/21

GODREJ MULTIPLEX SYSTEM -

5" -6X36X15 WITH 5 PANELS

OPEN TYPE

731 18/01/22 P H METER

732 18/01/23 WOODEN PLATFORM

733 08-01-24 WOODEN SHUTTER

734 18/01/25 WATER DISPENSOR

735 18/01/28 FLEX BOX 3X8

736 18/1/29

INSTRUMENT FOR

MEASUREMENT OF LINEAR

MOMENTUM

737 19/01/01 EDUSAT

738 19/01/02 SIT & ACCESSORIES

739 NOTE : *BB - BOOK BALANCE

740 *GB - GROUND BALANCE

741 *SH. - SHORTAGE (-)

742 *EX. - EXCESS (+)

743 *O - OBSOLETE

Annexure 3.12



(For Outdoor treatment)

Form of Application for Medical Claim

1. Name and designation of the Employee

(in block letters) :

2. (i) Marital Status :

(ii) If Married the place where the spouse is

employed :

3. Pay of the Official :

4. Place of Duty :

5. Actual Residential Address :

6.

Name of the Patient and his/her relationship to

the employee (in case of children, specify age

also)

:

7. Place at which the Patient fell ill :

8. Details of Amount Claimed :

(i) Fees for consultation indicating

Name & Designation indicating of the

Medical Office consulted

No. of

Consultation Date of Consultation Fee Paid

(ii) Charges of Injection

Charges of Injection No. Date Amount paid

(iii) Charges for pathological, radiological or other similar tests undertaken:

Name of the Hospital Name of the Test Amount Paid Receipt no. if

any

(iv) Cost of Medicines purchased from the Market:

Name of the Chemist Shop Cash Memo no. and

date Amount paid

9. Total Amount Claimed

(i) Dr’s Fee :

(ii) Medicines :

(iii) Injections :

(iv) Tests :

TOTAL

10. List of Enclosurres

(i) Dr’s Prescription Slip :

(ii) Essentiality Certificate ‘A’ :

(iii) Cash Memo Slip of Medicine

(Signature of Claimant)

DECLARATION TO BE SIGNED BY THE EMPLOYEE

I hereby declare that the statements in the application are true to the best of my knowledge and belief and the

person for whom medical expenses were incurred in wholly dependent on me.

Dated: ____/____/2014 (Signature of Claimant)

CERTIFICATE ‘A’

Indira Gandhi National Open University Regional Service Division

Regional Centre Essentiality Certificate

For Outdoor Treatment

(To be completed in the case of patients who are not admitted to hospital for treatment)

Certified granted to ___________________ S/o _________________________ employed in the IGNOU RC,

________________________ hereby certify that:-

1) I charged and received Rs. ______ for _______ Consultation on ________ at my consulting room.

2) I charged and received Rs. _______ for administrating _________ (dates to be given) intravenous/ intra-

muscular/ subcutaneous injection on _______________ at ______________ my consulting room/ residence

of the patient.

3) The injection administered were/were not for immunizing or prophylactic purposes (dates to be given).

4) The Patient has been under treatment at ________________________ hospital/ my consulting room and that

the under mentioned medicines prescribed by me in this connection were essential for the recovery/

prevention of serious deterioration in the condition of the patient. The medicines do not include proprietary

preparation for which cheaper substances of equal therapeutic value are available nor preparations which are

primarily foods.

S. No. Name of Medicines

(IN BLOCK LETTERS) Price S. No.

Name of Medicines

(IN BLOCK LETTERS) Price

The patient is/was suffering from ___________________________________ and is/was under my treatment from

_____/_____/_______ to ____ /_____/________.

That the patient is/was not given pre-natal or post natal treatment.

That the X-ray, laboratory test etc. for which an expenditure of Rs. ____________ was incurred necessary and were

undertaken on my advice.

That I referred the patient to Dr. _________________________ for specialist consultation.

That the patient did not require/required hospitalization.

Signature & Designation of the Medical Officer

& Hospital/ Dispensary to which attached

Signature of Doctor and his medical qualification

Registration No. _____________________

Annexure 3.13


Regional Centre

Form of Application for Medical Claim (Hospital Indoor Treatment)

1. Name and designation of the Employee

(in block letters) :

2. Marital Status :

3. If Married the place where the spouse is employed :

4. Pay of the Official :

5. Place of Duty :

6. Actual Residential Address :

7. Name of the Patient and his/her relationship to the

employee (in case of children, specify age also) :

8. Whether he/she has been declared dependent in

Service Book (Yes/No) :

9. Place at which the Patient fell ill :

10. Details of Amount Claimed :

i) Name of the Hospital :

ii)

Nature of Hospital, whether it is Pvt. Nursing

Home/ Recognized Hospital/ Govt. Hospital/

Charitable Hospital

:

iii) Charged for Hospital Treatment Indicating

separately the charges for :

a) Accommodation :

b) Diet :

c) Surgical Operation or Medical Treatment or

Confinement :

d) IPD Admission Fee :

e) CGHS/ESIC Miscellaneous :

f) Pathological, Bacteriological, Radiological or

similar tests indicating :

i) The name of the hospital or laboratory :

ii)

Whether undertaken on the advice of the Medical

Officer in-charge of the hospital (Attach

certificate)

:

e) Medicines/ Special medicine (Cash Memos/

Essentiality Certificate to be attached) :

f)

Special Nursing i.e., Nurses specially engaged for

the patient (Attach a certificate of the Medical

Officer In-charge of the Hospital)

:

iv) Amount of Drawn advance, if any :

v) Consultation with specialist (Certificate from

Medical Officer to be attached) :

Fees for consultation indicating:

Name & Designation of the Medical Officer

consulted

No. of

Consultation Date of Consultation Fee Paid

(Cash Memos and essentially certificate should be attached)

Total amount claimed:

List of Enclosures:


DECLARATION TO BE SIGNED BY THE EMPLOYEE

I hereby declare that the statements in the application are true to the best of my knowledge and belief and the

person for whom medical expenses were incurred in wholly dependent on me.

Dated: ____/____/2015 (Signature of Claimant)

CERTIFICATE - B

(To be completed in the case of patients who are admitted to hospital for treatment)

Certificate of the grant of the ____________________________________________ S/o

__________________________ employed in the IGNOU, RC

PART-A

To be signed by the Medical Officer in charge of _________________________ case at the hospital)

I, Dr_____________________________ hereby certify:

a) The Patient was admitted to hospital on the advice of Dr. _________________________ (name of the

medical officer) on my advice.

b) That the patient has been under treatment at _____________________ and that the under-mentioned

medicines prescribed by me in this connection were essential for the recovery/preventions, serious

deterioration at the condition of the patient. The medicines are not stocked in the

________________________ (name of the hospital) for supply to private patients and do not proprietary

preparations on which are primarily foods, toilets or disinfectants.

c) The injection administered were/were not for immunizing or prophylactic purposes.

d) The patient is/was suffering from ___________________________________ and is/was under my treatment

from ____/____/2015 to ____/____/2015.

e) That the X-ray, laboratory test etc. for which an expenditure of Rs. ________/- was incurred were necessary

and were undertaken on my advice at _______________.

f) That I called on Dr. _________________________ for specialist consultation and that the necessary approval

of the _____________________________________ (Name of the Chief Administrative Medical Officer of

the State) as required under the rule was obtained.


& Hospital/ Dispensary to which attached

PART-B

I certify that the patent has been under treatment at the _____________ Hospital and that the service special nurses

for which an expenditure of Rs. ______/- was incurred vide bills and receipts attached were essential are

recovery/prevention of serious deterioration in the condition of the patient.


S. No. Name of Medicines (IN BLOCK LETTERS) Qty. Price

Counter-signature of the Medical Supdt. Of the Hospital

I certify that the patient has been under treatment at the ____________________ Hospital and that the facilities

provided were the minimum, which were essential for the patient’s treatment.

Place:

Dated: ____/_____/2015 Medical Superintendent

Annexure 3.14


Regional Centre Sub Bill No. _______________

Leave Travel Concession Bill For the Block Year _________ to __________

Note: This bill should be prepared in duplicate one for payment and the other as office copy.

PART-A (To be filled in by the Employee)

1. Name and Designation:

2. Present Basic Pay:

3. Date of Joining in IGNOU:

4. Whether Temporary/Permanent/On Deputation:

5. Head Qtrs/Divison: IGNOU, Maidan Garhi, New Delhi-110068

6. Block Year:

7. Nature and Period of Leave sanctioned: Nature of Leave Earned Leave from ___________ to ____________.

8. Particulars of Members of Family in respect of whom the Leave Travel Concession has been claimed:

S. No. Name Age Relationship with

Employee

1.

2.

3.

9. Details of Journey (s) by Employee and the members of his/her family

Departure Arrival Dist.

In KM

Mode of

Travel

Class of

Acc. Used

No. of

Fares

Fares

Paid Remarks

Date Time Station Date Time Station

TOTAL

10. Amount of advance, if any, drawn: Rs. NIL

11. Particulars of Journey (s) for which class of accommodation than the one to which employees is entitled was

used. (Sanction No. and Date to be given)

Place Mode of

Conveyance

Class to

which

entitled

Class by

which

traveled

No. of

Fares

Fee

Rs.

Paid

Rs.

From To

12. Particulars Journey (s) performed by road between places connected by rail fare

Class to which entitled Rail Fare

From To

CERTIFIED THAT:

1) The information as given above is true to the best of my knowledge and belief and

2) That my wife is not employed in Government Service.


PART-B (To be filled in by the Coordinator Section)

3) The net entitlement on account of leave travel concession works out to Rs. _______ (Rupees

___________________________________________)

a) Railway/Air/Bus/Streamer Fare: _________

b) Less: Amount of advance drawn vide Vr. No. and date

c) Net Amount

The expenditure is debatable to _____________________________________

Bill Clerk Drawing Officer (Admn.)

(initial) (Signature)

Countersigned

Controlling Officer

Certified that the necessary entries have made in the Service Book of ___________________________

(Signature of the Officer Authorized

to attest entries in the Service Book)

P.S. Amount of Rs. ___________ (Rupees _________________________) remaining unadjusted may be

recovered from the salary of the official has been deposited by the official vide Receipt no. ____________ date

___________.

SECTION OFFICER

Annexure 3.15



Application for Grant of Transfer TA Advance

1. Name of the Official : __________________________________.

2. Designation : __________________________________.

3. Whether temporary / permanent : __________________________________.

4. Basic Pay+GP+NPA+SI : __________________________________.

5. Office / Station in which working: _________________________________.

6. Station to which transferred : __________________________________.

7. No. & Date of transfer order : __________________________________.

8. Details of family members along with their age and relationship:

9. Whether the advance is required for : Self/ Family/ Both

10. Fare by entitled class : SL/ 3AC/ 2AC/ 1AC/ AIR (Y)

11. The official intends to travel as per the following details:

a) From __________________ to _________________ Km _________.

b) Fare by (Train Name) ________________________ Class ________.

c) Fare by Air ________________________________ Class ________.

d) Fare for Adult ___________ Child _________Total fare __________.

12. Amount of Advance required : ________________________.

13. Whether any earlier advance is outstanding : ________________________.

I declare that the particulars furnished above are correct and true to the best of my knowledge.

Place: __________________

Date: ___________________

Signature of Govt. Servant.

FINANCE AND ACCOUNT S DIVISION

The TTA advance amount _________________ (Rupees______________

_________________________________________________) has been noted in the TTA register Sl. No.

_____________ Page No. ____________.

Section Officer Assistant

Sl. No. Name Relationship Age

Please pay _____________ ( Rupees ______________________________ ) to Shri./ Ms

________________________________________________________.

A.R. (F&A)

Received a sum of ______________ (Rupees ______________________________________________________)

Signature

Annexure 3.16 INDIRA GANDHI NATIONAL OPEN UNIVERSITY

NEW DELHI TRAVELLING ALLOWANCE BILL FOR TRANSFER

(Note: This bill should be prepared in duplicate –one for payment and the other as office copy)

PART –A

(To be filled in by the Government servant)

1. Name

2. Designation

3. Pay at the time of transfer Rs.

4. Headquarters : (a) Old New

5. Residential address:

(a) At old headquarters _______________________ _______________________

_______________________

(b) At new headquarters _____________________ _____________________ _____________________

6. Particulars of the members of the family as on the date of transfer vide S.r,2(B)

S.NO Name Age Relation with the Govt. servant

1. 2. 3 4

7. Particulars of journey (s) performed by the Government servant as well as the members of his /her family :

DEPARTURE Arrival Mode of travel

Class of accommodation

No. of fares

Fare paid

Distance in km. by road

Date Time Station Date Time Station

8. Transportation charges for personal effects (Money Receipt to be attached)

Date Mode Station From to

Weight in kgs Rate Rs, Amount Rs. Remarks

9. Transportation charges for personal conveyance. (Money receipt to be attached)

(a) Mode of transport and station to which transported-

(b) Amount Rs.

10. Amount of advance of travelling allowance, if any drawn Rs.

11. Particulars of journey (s) for which higher class accommodation than the one to which the government

servant is entitled was used.

Date Name of places From to

Model of conveyance used

Class to which entitled

Class by which entitled

Class by which travelled

Fare of the entitled class Rs.

Note: it the journey by higher class of accommodation has been performed with the approval of the competent

authority, the number and date of sanction may be quoted.

12. Details of journey (s) performed by road between places connected by rail.

Date Names of places From to

Fare paid Rs. Remarks

Certified that the information as given above, is true to the best of my knowledge and belief.

Date: signature of the Govt. servant

Annexure 3.17


Regional Centre T.A./ D.A. FORM

T.A., D.A. for the purpose of

……………………………………………………………………………………………………….……………………

…… Date……………

Name………………………………………………………………………………………………………………………

……………………. Voucher…………………… Post

held……………………………………………………………………………………………………………….…….He

ad of Account of list of Payment for the month of

Basic Pay(in the case of University

employee)…………………………………………………………………………….

Departure Arrival Travel by

Rail

Travel by

Road

Travel by

Air Daily Allowance

Amount

Railway/Air

Fare…………………………………………………………………………

Road Mileage Kilometer(01.10)………………………………………………….

Daily

Allowance………………………………………………………………………….

Transportation Charges of personal effect

& conveyance (as per details attached) ………………………………………

Incidental Charges(Col.13)………………………………………………………….

Transfer

Grant…………………………………………………………………………….

Deductions:

Amount of advance of Travelling (if any)

Allowance of tour/transfer drawn

Vide voucher No……………………………of the

Month of ………………………………………..

Rupees……………………………………………

Total Claim

Net Claim

Controlling Officer

Post held (Full Stamp)

Certificate

1. I have not drawn travelling of halting allowance in respect of this journey from any other source.

2. I have travelled in the class for which I am charging railway fare/air fare.

3. I did not perform the road journey by taking a single seat in taxi, omnibus or motor ferry playing for hire.

4. I did not avail of free messing, transport & accommodation facilities from the University or any other

Organization at the outstation.

Signature of the

Claimant

Travelling &

Halting Allowance

Date Contents

received

Passed for payment/recovery of Rs.__________________________________________________ paid/received in

Cash/Cheque/Draft.

To,

Signature of the Claimant

…………………………………………………………………..

…………………………………………………………………..

Assistant Registrar

Annexure 3.18


Regional Centre Office order no __________

Date: .

Claim for compensatory leave/ honorarium

Note sheet for deputation of staff on non working days and hours:--

Name of section Name of reporting officer

Date of deputation Time of deputation

S.

No.

Name of the Staff with

Designation Name of work and volume

Nature of

relief/remuneration

claimed

Remuneration CCL

1

2

3

4

5

6

7

Signature of the Regional Director Signature of the Reporting Officer

Verification of Completion of Work

Name of the Staff Name of the Work Completion remark of

deputed staff

Completion remark of the

Reporting Officer

Verification of the Assistant Registrar Regional Director

Reporting Officer

Annexure 3.19

INDIRA GANDHI NATIONAL OPEN UNIVESRITY

IGNOU, REGIONAL CENTRE_______________

Postage Utilization Certificate

Ref: Dated:

Voucher No. _______

To,

Regional Director

IGNOU, Regional Centre

______________

Postal Utilization Certificate for the Month of ________20……..

Dear Sir/Madam,

This is to certified that Rs. __________ (Rupees _______________) was actually spent on the purchase

of postal stamps from P&T Dept. during the month of ………… for the period covered from ………. to

…….…. and the same has been entered in the dispatch register on page no sr.no as per details given

below:-

Sl.No. No of letters

sent

Stamp

pasted on

each letter

Total Rs. Mode of

dispatch

Particulars/ Subject of

letters sent

Signature & Stamp

Annexure 4.5


Regional Centre Study Centre / Programme Study Centre _________________________

Remuneration Bills of Counselling Charges

Counselling (Theory/Practical)

Name of Academic Counsellor & Code : __________________________________ Month: ____________________

Programme:___________________ Course Code:_____________________

Details of Counselling Session

S.No. Date Time Block

Covered

Students Amount of

Counselling

Charged Rs.

Amount of

Conveyance

Charged Rs.

Total Acquaintance

of the

Counsellor From To Assigned Attended

1.

2.

Total Rupees:

Certified that the counselling is taken by me according to the counselling schedule provided by the Coordinator of

the Learner Support Centre


Verified and passed for payment

Certified that the counselling has been done by the approved counsellor by HQ/RC and as per counselling

schedule

Date: Signature of Coordinator

Received a sum of Rs. _________ (Rs. __________________________) by cheque No.

__________________________________________ dated __________________________

Date:


Note: Please affix the revenue stamp if bill amount is more than five thousand otherwise bills will not be

processed.

Affix revenue

stamp

Annexure-4.6


Regional Centre Data on Monthly Monitoring of Assignments


of every month)

Form-A

STUDY CENTRE:_____________ MONTH:______________

Signature

Coordinator/Programme Incharge

S.

No.

PROG Number of

Unevaluated

Assignment

Number of

Assignment under

Evaluation

Number of

Evaluated

Assignment

Dispatch status

Assignment

Pen

din

g

pre

vio

usl

y

Rcv

d i

n t

he

month

To

tal

Pen

din

g

Wit

h A

/C

Sen

t to

A/C

n t

he

month

To

tal

Ly

ing

Un

des

Pat

ched

Rcv

d F

rom

A/C

To

tal

Des

pat

ched

By

po

st

Co

llec

ted

By

stu

den

ts

Pen

din

g

des

pat

ch

1

2

3

4

5

6

7

8

9

10

11

12

13

14

15

16

17

18

19

20 Total

Annexure 4.7


Regional Centre Assessment sheet for programme where marks allotted

(To be filled in Duplicate)*

Enrolment No…………………………. ______________Programme

Assessment

Student's Name ………………….. Course ……………………… Marks Awarded

LSC Code No ………… Assignment No. ………........… Maximum Marks

________________________________________________________________________

Evaluator's Comments

If the space is not sufficient, please use back page.

________________________________________________________________________

________________________________________________________________________

CONTENT PRESENTATION

Good Average Poor Good Average Poor

Appropriateness of Conciseness

Information

Good Average Poor Good Average Poor

Analysis of Language and

The Topic Expression

________________________________________________________________________

Evaluator's signature ……………………………….. Moderator's comments, if any

Date …………………………………………………

Name in full ………………………………………..

Evaluator's Code No. ………………………………

Address ……………………………………………. Signature of the Moderator …………….

…………………………………………………… Name in full ……………………………

* First copy is meant for the student and second copy for the LSC record.

Please tick () in the relevant box below.

Annexure 4.8


Regional Centre Assessment Sheet for Programme Where Grades Used

(To be filled in Duplicate)*

Enrolment No…………………………. Programme ………………………. Assessment

Student's Name ……………………….. Course ……………………………

LSC Code No ………………… Assignment No. …………………

________________________________________________________________________

Evaluator's Comments

If the space is not sufficient, please use back page.

________________________________________________________________________

________________________________________________________________________

CONTENT STRUCTURE & PRESENTATION

Accurate Inaccurate Well Inadequately

Information Information Planned Planned

Adequate Inadequate Concise Too long or

Coverage Coverage too short

Good Poor Clearly Not clearly

Conceptual Conceptual Expressed Expressed

Analysis Analysis

________________________________________________________________________

Evaluator's signature ……………………………….. Moderator's comments, if any

Date …………………………………………………

Name in full ………………………………………..

Evaluator's Code No. ………………………………

Address ………………………………………… Signature of the Moderator ……………

……………………………………………… Name in full ………………………

_______________________________________________________________________________

* First copy is meant for the student and second copy for the LSC record.

S. No………………

Please tick (√) in the relevant box below.

Grade

Annexure 4.9

S.No…………………


Regional Centre Award List for Assignments (To be filled in Triplicate)*

Award Sheet for Assignment Where Marks Awarded

Programme ……………………...........……… Course Code. ………....……….....

LSC Code No ……............…………. Assignment No.. …………...........…

Place …………………………………………. Maximum Marks …………………

S.No Enrolment No. Name of the Candidate Marks

TMA

1.

2.

3.

4.

5.

6.

7.

8.

9.

10.

11.

12.

13.

14.

15.

16.

17.

18.

19.

20.

Signature of Coordinator ……………………… Signature of Evaluator …………

Date …………………………………........…… Date ……………………….......

Office Stamp Name & Address ………………….

………………………………………...

…………………………………………

____________________________________________________________________________

1. First copy is meant for Regional Centre for updation of the grades/marks at Regional Centre level. 2. Second copy should be retained at the LSC for future records. 3. Third copy will be sent alongwith remuneration bill of evaluators with recoupment bill.

Annexure 4.10

Grade List for Assignment S.No……………


Regional Centre Award List for Assignments (To be filled in Triplicate)*

Programme................................................... Course Code. ………...…………

LSC Code No ………………………. Assignment No. ………………… Place………………..

………………………………..………….

Please arrange Enrolment Nos. in ascending order only and write complete and correct enrolment

number in nine digits.

S.No. Enrolment No. Name of the Candidate Grade

1.

2.

3.

4.

5.

6.

7.

8.

9.

10.

11.

12.

13.

14.

15.

16.

17.

18.

19.

20.

Signature of Coordinator ……………………… Signature of Evaluator …………………..

Date …………………………………………… Date ……………………………………….

Office Stamp Name & Address ………………………..

………………………………………………...

………………………………………………...

______________________________________________________________________________________

1. First copy is meant for Regional Centre for updation of the grades/marks at Regional Centre level. 2. Second copy should be retained at the LSC for future records. 3. Third copy will be sent alongwith remuneration bill of evaluators with recoupment bill.

Annexure 4.11


Regional Centre Note Sheet for Forwarding Assignment Awards

TEE December/June

LSC Name……………………………………………… Code……………………

To

The Regional Director

………………………..

……………………….

S. No. Programme Course Code No. of Assignment

Awards Forwarded

Date

Coordinator

(Signature with Stamp)

Annexure 4.12


Regional Centre LSC CODE ……………………………….

ADDRESS :

Remuneration Bill for Evaluation of Assignments/Handling Charges

PROGRAMME________________________________________________________

COURSE _________________________________________________________

NAME OF COUNSELLOR _______________________________

ADDRESS ________________________________________________________

_______________________________________________________

________________________________________________________

___________________________ ____________________________

Details of Assignments/Evaluated:

Batch Course

No.

Assignment

Number

No. of

Assignments

Rate per

Script

Amount

Rs. P. Rs. P.

Total:……………………(Rupees)

Certified that I have assessed/evaluated above detailed assignments/scripts and sent the ‘awards’ vide

award list No. ………………………… dated ……………………… to the Coordinator, IGNOU,

LSC…………………………………………

Date …………………………………….. Signature (Evaluator)

VERIFIED/PASSED FOR PAYMENT OF RS. (Rs. )

Certified that the evaluation report on above assignments has been forwarded to Examination Division

vide letter No.……………………………………. dated ………………

Date …………………………………….. Signature (Coordinator)

Received a sum of Rs. ……………….… (Rupees ………………………………………….) by

cash/cheque No. …………………………………….. dated ……………………………………..

Date…………………………

Signature(Evaluator)

Affix Revenue

Stamp

Annexure 4.13


Regional Centre Summary of Remuneration Bill for Evaluation

of Assignments / Handling Charges

LSC CODE : _________________ Bill No : ___________

Date : ______________

S.

No.

Programme

Title

Course

Code

Name of the

Academic

Counsellor

Details of

scripts of

Assignments

Rate

Per

Assignment

Amount

No. A.Code Rs. P.

Total : ………………………………………………

Grand Total (Rounded Off) …………………………

Amount of Imprest drawn : Rs. ……………… Cheque No. …………Date ………………

Classification: SECTION A REVENUE ACCOUNT

EVALUAION DIVISON

OTHER CHARGES – Remuneration to (a) Evaluators.

Certified that: 1) the amount are actually due and that these have not been claimed eralier.

2) the number of assignments for which handling charges have been claimed in this bill

do not exceed the total assignments (scripts) received and evaluated.

Passed for adjustment Rs. ………………… (Rupees …………………………………………

……………………………………………………………………………………………………)

Counter signed

Registrar (SED) Coordinator

IGNOU, New Delhi IGNOU LSC

-------------------------------------------------------------------------------------------------------------------

(For Use in Finance Division)

(Passed for adjustment of Rs. ……………………………. (Rupees …………………………

………………………………………………………………………………………………...)

Payee…………………….

Station…………………… SO (F&A) Asstt.(F&A)

Annexure 4.14

Status Report On Tutor Marked Assignments Submitted By the Students

LSC Code : ________________

Name of LSC : _____________________________

Regional Centre Code : _____________________________

----------------------------------------------------------------------------------------------------------------------------------------------

------------------------------------------------------------

Name of Programme No. of Students attached No. of assignments No. of Assignments

Evaluation report sent

Due from students received from

students

----------------------------------------------------------------------------------------------------------------------------------------------

------------------------------------------------------------

1 2 3 4

5

----------------------------------------------------------------------------------------------------------------------------------------------

------------------------------------------------------------

----------------------------------------------------------------------------------------------------------------------------------------------

------------------------------------------------------------

No. of assignments Date from which pending No. of assignments Date from which

Reasons for delay

Lying with the evaluator pending pending at study pending

in evaluation (with the name of evaluator)

----------------------------------------------------------------------------------------------------------------------------------------------

------------------------------------------------------------

6 7 8 9

10

----------------------------------------------------------------------------------------------------------------------------------------------

------------------------------------------------------------

----------------------------------------------------------------------------------------------------------------------------------------------

------------------------------------------------------------


Annexure 4.15


Regional Centre Proforma for Appointment of Part-Time Coordinator

1. Name (block letters) :

2. Designation :

3. Address (Residence) :

Phone No :

Mobile No :

Address (office) :

Phone No :

Mobile No :

4. Date of Birth :

5. Pay Scale/ Pay Allowances :

6.

A

cade

mic

Quali

ficati

on :

7. Experience :

a. Total teaching experience at UG/PG level :

b. Details of teaching experience during the last 5 years

Subject Year/s with date

From To

Research level

PG Level

UG Level

Any other (Pl specify)

c. Administrative/ Supervisory Experience

Degree Subject University Year Division

Doctoral Degree

Masters Degree

Any other (Pl specify)

d. Experience of work connected with IGNOU Activities

such as Course Writing, Counselling, Asstt. Co-

ordinator etc.

e. Research Experience

Research projects/ Studies undertaken (pl. Specify)

Signature of the candidature

Name

Recommendations of the Principal / Head of the host Institution

Signature of the Principal/

Head of the host Institution

Name

Seal

To be filled by Regional Director

Based on the self-attested photocopies of the received documents the credentials of

__________________________________________ stand verified. He /She is recommended for

appointment as Part-time Coordinator at IGNOU LSC _____________________________/ the proposed

centre.

Signature of Regional Director

Name

Seal

Annexure 4.16



SUB: Appointment of Part-Time Staff at Learner Support Centre __________

The Coordinator of LSC _________________________ vide Letter No.____________dated:

_____________ has recommended the following name(s) for appointment of Part-Time Staff at the LSC.

S.

No. NAME DESIGNATION DATE OF APPOINTMENT

1.

2.

3.

The position of existing and admissible staff is as follows:-

S.

No. NAME EXISTING STRENGTH ADMISSIBLE STRENGTH

1. Part-time Coordinator

2. Part-time Asst. Coordinator

3. Part-time Assistant

4. Part-time Attendant

5. Part-time Safai Karamchari

Submitted for consideration

Asst. Regional Director Deputy Director

Approved/ Not approved Regional Director

Annexure 4.17


Regional Centre Date- ___________________

Proforma for Extension of the Term of Appointment of Part Time Staff/Asstt. Coordinator

1. Name of the LSC :

2. Code No. :

3. Programmes for which

activated

:

4. Total enrolment for the

current year ( previous year’s

enrolment need not be

mentioned)

:

5. No. of Staff presently working : Post Number

1) Assistant Coordinator(s)

ii) Assistant(s)

iii) Attendant(s)

iv) Safaiwala

6. Recommendations of the Coordinator

S.

No.

Name of the

Person

Designation and

Remuneration

Date of the Expiry of the

Term

Extension proposed up

to (Date)

Date Signature of the Coordinator

Annexure 4.19


REGIONAL CENTRE, __________________________

Bill of Expenditure Non Plan/ Plan

For the Month of: _________________ Strike which is not applicable

File No.:____________________ LSC Code:_______________________

Date : ____________________ LSC Name: ______________________

and Place: _______________________

Total No. of Students:______________________

in current session.

To,

The Regional Director

IGNOU Regional Centre

Sir/Madam,

Monthly statement account of Rs.__________________________________________________

(Rupees____________________________________________________) for the expenditure incurred during the

month covering the period from________________ to _____________ along with the relevant vouchers are

submitted.

S.No. Administrative Expenditure

Head of Account Chargeable

Sub- Voucher No. Amount ( in Rs.)

1. Postage & Telegram

2. Telephone

3. Office Stationery

4. Repair & Maintenance

(i) Furniture

(ii) Equipment

5. Electricity Charges

6. Entertainment Expenses

7. Other contingencies (Details be specified)

Voucher No. Amount

a)

b)

c)

d)

a Fixtures and Furniture

b Equipment

c Local Conveyance

d Teleconferencing

8. Theory Counselling Charges (Programme-Wise)

Programme Voucher no. Session held @ Rs. Total Rs.

a

b

c

d

e

f

g

h

9. Practical Counselling Charges (Programme-Wise) (Attendance sheet to be enclosed)

A Programme Voucher no. Session held @ Rs. Total Rs.

B

C

D

E

F

G

H

I

10. Assignment Evaluation Charges (Programme-wise) (A copy of grade lists sent to the Registrar (SED) be

enclosed).

Programme Voucher No. No of Assignments @ Rs. Total Rs.

a

b

c

d

e

11 Assignment Handling charges

Programme Voucher No. No of Assignments @ Rs. Total Rs.

a

b

c

d

e

f

12. Hiring of Computer time (Programme-wise) Practical (Attendance sheet to be enclosed)

Programme Voucher No. No of machine used @ Rs. Total Rs.

a

b

c

d

e

13. Machine Room Operator (MRO)

Programme Voucher No. Session @ Rs. Total Rs.

a

b

c

14. Computer Practical Stationery charges (Vouchers to be enclosed)

Programme Voucher no. Session/Period No. of students @ Rs. Total Rs.

a

b

c

15. Secretarial Assistance/ Students Handling Charges-

Programme Voucher no. Session/Period No. of students @ Rs. Total Rs.

a

b

c

16. Hiring of Laboratories (Programme wise) Practical

Programme Voucher no. Details/Break up of

the claim

@ Rs. Total Rs.

a

b

c

d

e

17. Work shop (Programme wise)

Programme Voucher no. Details of the claims @ Rs. Total Rs.

15. Induction Meeting ( ( RC approval & voucher to be enclosed)

Programme Voucher no. No. of Students

enrolled

@ Rs. Total Rs.

a

b

c

d

e

19. ___________________________

Passed for payment of Rs.______________________________________

(Rupees:________________________________________________________________)

Certified that all the expenditure have been done as per IGNOU norms and guidelines issued by the

Regional Centre.

Signature of Coordinator

With Stamp.

FOR THE USE OF REGIONAL CENTRE

Passed for payment/ Recoupment of Rs.___________________________________

(Rupees:___________________________________________________)

(Assistant) (Section Officer) (Asst. Registrar) (Regional Director)

A Cheque/Demand Draft bearing No._______________________________ on________________

dated_____________ for Rs.____________________________

(Rupees___________________________________________________) was sent in favour of the

Coordinator, IGNOU LSC ______________________ towards recoupment of imprest amount to the LSC.

Also noted in recoupment register.

(Section Officer) (Asst. Registrar) (Regional Director)



Bill for Computer Hire Charges

(To Be Filled In Duplicate-Ist Copy Meant for Regional Centre and 2nd Copy for LSC Record)

Name of LSC & CODE______________________________________________

Address_______________________________________________________________

Programme:__________________ Semester(if any)____________Month_____________

S.

No.

Date Time

(from-

to)

Group No.

Batch No.

(A,B,C…i

f any)

Students

Present

No. of

Computers

booked

Rate per

Computer

Per Hour

Rate per

Computer

Per

session

Amount

(Rs.)

In words (Rupees________________________________________)

Total

Certified that the amount has not been claimed and drawn previously.

Certified that the practicals were done as per counselling schedule.

Signature with initials Signature of Coordinator

Head of the Host Institute & stamp with initials

(to be filled in by RC office)

Passed for payment of

Rs.___________________(Rupees._________________________________________________

________ Less TDS deducted @ 5.5%_________________Payable Amount

Rs.________________________

(Rupees____________________________________________)

Receipt

Received Rs.________________(Rupees______________________) Signature Dealing

Assistant

With receiver’s Signature on it (if applicable) Affix

Revenue

Stamp



Remuneration Bill of Machine Room Operator

(To Be Filled In Duplicate-Ist Copy Meant for Regional Centre and 2nd Copy for LSC Record)

LSC Name & Code______________________________________________

Address________________________________________________________

Name of MRO______________Programme__________ Semester (if any)____________

SI.

No.

Date Time

(from-

to)

Group No.

Batch No.

(A,B,C…if

any)

Rate

(Per Hour)

Duration

Total

Hours

Amount (Rs.)

Total

In word (Rupees_________________________________________)

Certified that the amount has not been claimed and drawn previously.

Signature with initials Signature of Coordinator

Head of the Host Institute & stamp with initials

(to be filled in by RC office) Passed for payment of

Rs.___________________(Rupees._________________________________________________

________ Less TDS deducted @ 5.5%_________________Payable Amount

Rs.________________________

(Rupees____________________________________________)

Receipt

Received Rs.________________(Rupees______________________) Signature Dealing

Assistant

With receiver’s Signature on it (if applicable) Affix

Revenue

Stamp

Annexure 6.1: Prescribed form for Change of Address/Name

Annexure 6.2: Prescribed form for SC Change

Annexure 6.3: Prescribed form for Change of Medium/Courses

Annexure 6.4: Prescribed format for issue of Migration Certificate

Annexure 6.5: Prescribed format for issue of Official Transcript

Annexure 6.6: Prescribed format for issue of Duplicate copy of

Diploma/Degree/Certificate

Annexure 6.7: Prescribed format for issue of Duplicate copy of GC

Annexure 6.8: Prescribed format of request for credit transfer

Annexure 6.9: Prescribed format of request for early declaration of results

Annexure 6.10: Prescribed format of request for Improvement in Division/Class

Annexure 6.11: Prescribed format of request for photocopy of answer scripts

Annexure 6.12: Prescribed format of request for re-evaluation

Annexure 6.13: Prescribed format for filling up TEE form

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